Managerial Communication

Unit 12: Conducting Meetings

 Meetings
All organizations hold
meetings.
They are held to give
information and solve problems.
These may be daily, weekly,
fortnightly, monthly or
annually held.
Meetings when conducted well-
save time, solve problems,
create new ideas, increase
motivation and enhance
productivity of the
organization.
A meeting may be held to-

* obtain information
* appreciate good performance
* provide direction
* invite new ideas
* resolve conflict
* handle grievances
Many official documents are
prepared for a meeting-

* notice for a meeting

* agenda
* minutes
The Chairperson has to create
the atmosphere where the
participants feel comfortable
to share their ideas and
contribute information.
Meetings at different levels-
* Organizational
* Functional

Meetings at different styles-

* Formal
* Informal
Types of Meetings

Informational Meetings-
* Disseminate information
* Follow with discussion
* Clarify doubts
Types of Meetings

Suggested-solution Meetings-

* Various possible options are

given to solve an issue. These
are then discussed and
recommended.
Types of Meetings

Problem-solving Meetings-

* The recommendations made in

the ‘suggested-solution
meetings’ are further discussed
and evaluated. Then a decision
is arrived at.
Steps to conduct a Meeting

The purpose of the Meeting-

* Clearly express the problem

and specify the purpose of the
meeting.
Steps to conduct Meeting

Who will participate-

* The invitees to the meeting

should be those people who can
make special contributions to
the discussion.
* The group size can vary as
per need.
Steps to conduct Meetings
Date and Time-
* The date of the meeting is
decided on the basis of people
who are to attend the meeting
or on the urgency of the issue.
* 9 to 11 pre-noon and 2 to 4
post lunch are good options. 11
a.m. onwards is psychologically
desirable for a one hour
meeting.
Steps to conduct a Meeting
Place and physical arrangement-

* Get a suitable size place.

* It must be clean, well-lit
with enough plug sockets.
* Facility for audio-video
play.
* Give attention to seating
plan.
Announcement and Agenda

*The agenda has the list of

items to be dealt with in a
meeting.
*Announcing the agenda ( by the
leader of the meeting) ensures
that participants are well
prepared.
Notice of the Meeting

* It is written on the
letterhead of the organization.
* It has- name of the group
- date day and time of
the meeting
- address of the venue
- agenda of the meeting
Minutes of the Meeting

* The official record of all

decisions taken and the work
done during the meeting is
referred as minutes of meeting.
* Before the next meeting
commences, the minutes of the
previous meeting are read out
by the secretary.
Meeting Etiquette

* Mutual respect for each other

* Respect for time
* Harmony must prevail
* Order and decorum must be
maintained
Electronic Meeting

* These reduce costs,

inconveniences and fatigue.
* Electronic meetings and video
conferences are suitable
alternatives to physical
meetings.
 Resolutions

*A Resolution is the final

outcome of the decision which
is taken at a meeting.
*It is done by voting on the
motion of the meeting.
* It is binding on the
organization.
Thank you!