PROCEDURES

BEFORE A
MEETING
 DEFINITION

It’s a formal or informal deliberative assembly of

individuals called to debate certain issues and problems,
and to take decisions.

Source: http://www.businessdictionary.com/definition/meeting.html
HOW A FORMAL MEETING IS
HELD?
 At definite time
 At a definite place
 A definite duration

WHY A FORMAL MEETING IS HELD?

 To follow an agreed upon meeting
 IN A CORPORATE SETTING, FORMAL
MEETINGS ARE DIVIDED INTO TWO
MAIN GROUPS:

Organizational meeting
 Normally, it is a regular meeting involving stockholders
(shareholders) and management.
 For example, a board meeting and annual general meeting (AGM).

Source:
Read more: http://www.businessdictionary.com/definition/meeting.html
 IN A CORPORATE SETTING, FORMAL
MEETINGS ARE DIVIDED INTO TWO
MAIN GROUPS:

Operational meeting
 It is a regular or ad hoc meeting involving management and employees.
 For example, a committee meeting, planning meeting, and sales
meeting.
 WHAT SHOULD BE DONE BEFORE A
MEETING TO PROPERLY PREPARE FOR
THE MEETING?

 Clarify purpose and aims

 Create an agenda
 Schedule the meeting
 Post and send out agenda
 Circulate supporting information in advance
 Make room arrangements
 Arrange for recorder

Source:
Office of Human Resource Development, Academic Leadership Support
1. Clarify purpose and aims

 Meetings aims or purposes should be at the top of every agenda.

 A clearly stated purpose or aim describes the key decisions that must be made
or actions that must occur at the meeting.
 If you aren't clear on aims and purposes, don't meet.
2. Create an agenda

 An agenda is a framework that guides and supports the meeting. Agendas are
like roadmaps, blueprints, flight plans, and recipes.
 An agenda helps focus the group's work toward achieving desired outcomes.

 Good agenda items provide focus and structure for a meeting.

3. Schedule the meeting

 Scheduling a meeting involves much more than just making a list of attendees.
 It requires identifying key people who must attend and either finding times
that work for them or notifying them of the meeting's time and location.
 Get into the practice of consistently starting each meeting on time. Leaders
who wait to start meetings until more people arrive usually end up wasting a
lot of professional time which adds up over the course of a year.
 It may require a change in the culture, but once people know that you start
your meetings on time, they will learn to arrive on time.
4. Post and send out agenda

 An agenda should be sent to participants ahead of time to help them prepare

to participate.
5. Circulate supporting information in advance

 You should always circulate supporting materials to participants in advance of the

meeting. However, deciding how much information to send in advance can present
a conundrum. 
 Some people won't look at anything prior to the meeting.
 Some will conscientiously read all the supporting information they can.
 Here are some things to consider when deciding what and how much to send
out ahead of time:
6. Make room arrangements

 Ensure that room arrangements (including refreshments) are made. Room

arrangements can make a big difference in how well a meeting goes or
doesn't go.
 Most important is that participants can see and hear each other.
 Although a "U" shape arrangement or open square is ideal for smaller
groups of 20 or less, it is not usually a good choice for larger groups.
 The yawning hole in the middle makes communication difficult. A herring
bone arrangement of tables is usually better for these larger groups.
7. Arrange for recorder

 The recorder takes notes on paper, laptop or on flip charts. Meeting notes should be
distributed as soon after the meeting as possible.
 The longer the lag, the less confidence the members have that their investment will
result in action.
 For groups that meet regularly, the recorder is responsible for keeping previous
meeting notes and agendas in one place where they can be referenced later such as
from a notebook or shared network drive, etc.
DO’S BEFORE ATTENDING A FORMAL
MEETING

 Arrive in plenty of time

 Prepared beforehand
 Follow dress codes
 Arrange breaks (specifically for the organizer)

Source:
https://www.thesqua.re/blog/business-meetings-dos-and-donts/
1. Arrive in plenty of time
 In other words don’t be late, arrive early if at all possible. Arriving late is
rude and will make you flustered.
 If the meeting is in a foreign city, seek out corporate apartments nearby to
make your travel as simple as possible.

2. Prepared beforehand
 Everybody should come to the meeting with a role, an objective and the
means to achieve that objective.
 They should also ensure they completely understand the topic to be
discussed. 
3. Follow dress codes
 Unless obvious, the organizer should advise if there is a dress code and it should
be followed.
 In the UK, unless you work in insurance, the suit and tie are becoming less and
less common. In Asia, it is still very much expected to be aware. 
 If in doubt, always dress to impress. 

4. Arrange breaks (specifically for the organizer)

 If you are the meeting organizer then ensure that breaks are scheduled into the
agenda, especially for a long meeting.
 A general run of thumb is that breaks should be at least 15 minutes long. Meal
breaks should be at least 30 minutes. 
WHAT TO WEAR
WHAT TO WEAR
WHAT TO WEAR
THANK YOU!