العنوان وبيان المسؤو...

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العنوان وبيان المسؤولية–بيان تسليم محتوى Communication skills Course Title

Course code BLSA102

Business meeting Unit title

10 Unit

Applied college College Name

Dr Houda Muhammed Zwabi Content expert

0553744543 Phone number Contents

Plan and prepare for meetings
Conduct meetings
Debrief and follow up meetings.

By the end of this topic, the student should be able to:

Discuss how to plan and prepare for meetings
Demonstrate how Conduct meetings

3. Explain how to debrief and follow up meetings Meeting Definition

Meeting is a gathering of people for discussion. It is an occasion when people gather together to discuss something. Or A meeting is an assembly of persons, especially for entertainment, workshop etc.

When there are two or more persons, there is a meeting, structured or otherwise.

Importance

They facilitate exchange of information.

Fostering of team spirit and commitment to common goals and objectives. Types of Meeting:

It is important to think in terms of different kinds of meetings with different kinds of participants and different purposes.

a) Business meetings- With customers, clients, colleagues, etc.; often require presentations.

b) Staff meetings- to clear calendars, coordinate unit activities, share information, etc.

c) Management Team meetings- to solve problems, make decisions, set policy, etc.

d) Interdepartmental meetings- to get input, interpret decisions and policies, share info, etc.

e) Board meetings - to report results, set policies and directions, scan for needed changes, etc. Purpose of Meeting:

Important purposes for holding meetings in business organizations:

To save time in Communication.
To instruct a group for a specific purpose, that is , briefing.
To discuss and solve problems relating to business
To resolve conflicts, confusion and disagreement among interest groups.
To give and get new ideas and immediate reactions.
To arrive at consensus on issues.
To learn from others and to train others. Ten golden rules for convening a meeting
The meeting should be convened only when it is essential.
Meetings should have time schedule and must begin and end on time.
Meetings should be convened only when no telephonic discussion is possible.
They must have clear and specific agenda and sub agenda.
They must have clear objectives.
Time limit should be specified for each item of the agenda and sub agenda.
The notice of the meeting should be sent well in time before the meeting, to those who are required to attend the meeting.
Conclusion of a meeting is summarized
Action oriented minutes should be prepared and circulated after the meeting.

10. Meeting should be closed on a pleasant tone. Plan and prepare of meeting:

Performance Criteria for this Element are:

• Identify the need for meetings and who should attend

• Decide on the style of the meeting and level of formality required according to meeting purpose, occasion, nature of participants and enterprise procedures

• Make arrangements for the meeting in accordance with organisational requirements and within designated timelines. Identify customer/guest requirements

Performance Criteria for this Element are:

Develop an agenda in accordance with the purpose of the meeting

Prepare meeting papers and dispatch to participants before the meeting, where appropriate, and within appropriate timeframes. Characteristics of meetings:

In essence meetings are planned events, with some form of structure and purpose are designed to:  Get people together

 Get alignment towards a specific range of topics

 Provide information

 Brainstorm ideas

 Exchange ideas and thoughts  Understand the topics discussed

 Reach confirmation and agreement

 Assign accountability and actions

 Decide on further action or strategy. Identify the need of meeting:

Every meeting must have a purpose

There must be a reason to get people together

The purpose of a meeting must be clear for all participants.

What are common needs of a meeting?

Meetings aim to:

• Inform people and share information about new issues or developments

• Access new information and exchange information between participants at the meeting

• Make decisions by using those present to brainstorm ideas and offer solutions

12 • Review and monitor existing programs or project manage new ones. All rights reserved for Applied College - Qassim University BLSA102 Intention of meeting: The intention of meetings will normally be dictated by the outcome to be reached including:

• Problem-Solving Meetings

• Decision-Making Meetings

• Planning Meetings

• Feedback or Follows-Up Meetings

• Combination Meetings.

In order to achieve those outcomes in an orderly and fair manner, certain positions or roles are assigned to certain participants.

Key roles in meeting are generally:

Chairperson

Secretary

Treasurer. Chairperson • It is the chairperson’s responsibility to ensure the meeting’s purpose is achieved • There are two ways the Chairperson can attain their position, they can either be elected or they can be appointed • The position is also chosen based on experience, responsibility or seniority. Some of their key responsibilities include:

• They liaise with the secretary regarding the next agenda and contribute to its final copy

• They ensure that the minimum number of people are present so that the meeting can take place

• They open the meeting by welcoming participants

• They make sure someone is taking the minutes.

Attempt to move the meeting along at a timely and orderly pace by: Ensuring speakers direct questions to them One person speaks at a time Speakers only speak once on a motion Speakers remain focused on the topic of discussion Make certain that motions are properly moved and seconded and that is recorded by the minute taker Remain objective when someone is stepping out of the guidelines or not addressing the issue in question Set the date, place and time for the next meeting.

16 Secretary

The secretary’s position is integral to the efficient functioning of a meeting.

Their duties are numerous and their tasks can be broken down into:

Before the meeting

During the meeting

After the meeting.

Before the meeting taking place, they will be responsible for:

Drawing up the agenda and sending out notices of meetings

Preparing items and organising correspondence

Ensuring there is enough seating. Secretary….

During the meeting, they will be responsible for:

Taking a record of who is present, absent and reading out apologies for those absent

Read out the minutes from the previous meetings and any correspondence as a result of previous minutes

Take notes and minutes

Action incoming and outgoing correspondence.

After the meeting, they will be responsible for:

Writing up the minutes from the previous meeting notes

Following up on any correspondence

Completing any tasks given from the meeting

Preparing for the next meeting. Treasurer

A treasurer is in charge of ensuring the finances of the organisation are kept in order.

They must:

• Ensure bills are paid

• Confirm income is deposited into the bank

• Report to the meeting on issues of finance

• Provide participants with an financial position.

When deciding on the people who are to be invited to a meeting there are a number of questions that must be answered.

• Is this person required to play an active role in the meeting – speak, share information or make a presentation?

• Are the meeting topics relevant to the person?

• Does the person need to be actually at the meeting to receive the information or can it be delivered to them in another format? Styles of Meeting: he style of a meeting normally refers to the location or layout of a meeting.

It is aimed around the level of interaction and passing of information within the meeting.

Meeting styles will normally include:

Round table Workshop Lecture Training course Seminar Promotional event Conference. Telephone conference call Congress Video conference. Exhibition or trade show Frequency of Meeting:

Since a meeting can be held once or often, the meeting organizer has to determine the repetition and frequency of occurrence of the meeting.

Frequency of meetings, normally comprise of:

• A one-time meeting

• A recurring meeting

• A series meeting.

 Attire to be worn at the meeting

 The structure of the meeting

 Style of presentations and information to be given

 Conduct

 Budget and planning

 Catering.

Each business will have their own policies and procedures in relation to:

 When meetings are scheduled

 Who is required to attend

 The style and format

 The required action of participants

 Confidentiality of information. Arrange of Meetings: Once the type, style and formality of meeting has been identified, the arrangements must be made to ensure the meeting is conducted in a professional and effective manner

The aim of arranging meetings is to enable all participants within the meeting to be able to undertake their role in a manner that is streamlined, with all necessary tools at their immediate disposal.

What do you need to arrange for a meeting?

Activities to be performed when arranging meetings

Identify meeting leader or organizer

Identify date, time and location

Book meeting facility

Identify budget. Arrange of Meetings……

Prepare information & agenda

o Agenda and meeting information

o Accommodation options

o Transportation arrangements or options

o Background information on city or country

o Weather information

o Direction to the venue

 Event schedule

 Names of participants

 Background information on the company or topics for discussion 26  Dietary requirements. All rights reserved for Applied College - Qassim University BLSA102 Arrange of Meetings…… Notify people Arrange venue layout

Organisers Tables and Chairs

Catering staff Surrounding furniture

Participants Stage

Suppliers Signage

Meeting room co-coordinator Aesthetics.

Media.

All rights reserved for Applied College - Qassim University BLSA102 Arrangement of Meetings: Arrange Equipment  Data Projector and screen  Computers  Audi Speakers  Printers  Internet connection or ‘wifi’  Scanners  Microphone (cordless or fixed)  Photocopiers  Telephones  Microphone stand and speakers  Teleconference equipment  Whiteboards and electronic whiteboards.  Video conference equipment.

‘Stationery kit’ which comprises a ruler, pencils, pens, scissors, highlighters, glue, pins, ‘blue tak’ calculator, laser pointer, whiteboard markets, eraser, stapler, staple remover and hole punch

Pens and pads

Name badges

Place settings

Water glass

Mints. Arrange catering

• Catering staff

• Glassware, crockery and cutlery

• Service area

• Service equipment

• Clothes and trays

• Food

• Timing of meals

• Special requests of dietary requirements

• Menus

• Cash lists, registers and cash float if items are to be sold. Arrange Meetings…… Specialised meeting staff

• Welcoming staff

• Meeting organisers

• MC – Master of ceremonies

• Language translator

• Photographer

• Audio and visual expect

• Computer technician

• Catering staff. Preparing of Agendas:

 Contact the Chairperson of the meeting

 Identify topics for discussion at the next meeting

 Note the topics on the agenda

 Confirm all agenda topics and sequence order

 Confirm participants to be invited

 Obtain participant contact details, addresses and or email numbers so that the agenda can be distributed prior to the meeting. Preparing Meeting Papers:

The success of a meeting comes down to planning.

As actual meeting times are quite restricted, all participants must be aware of, in advance:

The purpose of the meeting

Any background information

Topics for discussion

Their role in the meeting.

In order to prepare participants you may be required to:

• Prepare agenda

• Prepare presentations

• Prepare background notes

• Give to staff, suppliers and other interested parties

• Give to participants. Preparing Meeting Papers………

Confidentiality of information

In many cases, any information that is to be given to participants, is confidential and not for distribution or viewing to anyone.

This may include: • Strategic plans • Financial information • Information about customers • Staff movements • Salary information • Operational matters • Marketing and promotional materials. All rights reserved for Applied College - Qassim University BLSA102 Conduct Meetings: Performance Criteria for this Element are:

 Chair meetings in accordance with enterprise procedures and meeting protocols

 Encourage open and constructive communication

 Reach agreement with meeting participants on meeting goals and conduct

 Present information and ideas clearly and concisely.

 Give all participants the opportunity to contribute

 Manage meetings to maintain focus on agreed goals

 Conduct meetings within agreed times, or adjust times with the agreement of participants

36  Record the minutes of meetings accurately, where appropriate. Chair Meetings:

Whilst meetings are extremely valuable and effective avenues in which to share information, make decisions and agree on strategies that will shape the future direction of a business

It is vital that they are well managed

Most meetings will have a person running it

This is normally the person who called the meeting in the first place

This person will assume the role of the ‘chairperson’ regardless of whether they give themselves the title or not. Opening Meetings: Always start on time and state that sticking to the agenda and its timeline is important

 Welcome attendees and thank them for their time

 Make introductions

 Clarify your role in the meeting

 Review the agenda

 Allocate someone to take minutes

 Start the meeting in a positive and enthusiastic manner. Maintaining Control:

The three most common reason meetings get out of control are:

Disagreements and differences of opinion when making decisions

Talking about topics that are not relevant

Spending too much time on a particular agenda item, at the expense of other items.

Meetings are only as good as the ideas that the participants bring forward

Great ideas can come from anyone in an organization, not just its managers

It is no point having people attend meetings if there are not able to express their views, opinions or suggestions

As the chairperson, it is your role to ensure everyone is given a fair opportunity to participate in meetings. Open and Constructive Communication…….. Confidentiality • Many people generally have reservations about being honest and open if they know what they say is relayed to others after the meeting

• Critical comments, may be an important aspect of a meeting topic and the basis for ways to improve performance

• They are vital to a meeting and should be encouraged

• Establish a ground rule in relation to confidentiality.

Meetings are the most common place to address problems that exist in the workplace In order to find a suitable solution, it is important to understand the causes and why things were said, or done in a certain way

• Focus on problem, not to lay blame

• Focus on finding a solution. Present Information and Ideas Clearly:

As the meeting commences, each agenda item will be introduced, discussed and actioned:

• In a clear and concise manner

• With an agreed outcome

• In the allocated time.

The reason people have been invited to attend a meeting is because they have something important to contribute.

This contribution could come in the form of:

• Making a presentation

• Providing expert advice

• Providing feedback or suggestion

• Providing criticism

• Providing acceptance and approval.

43 Equal Opportunity to Contribute……

Fair and equitable opportunity to contribute

Refer to the ground rules, which should include guidelines on listening and allowing others to speak

Allocate times for each person to contribute

Provide small group opportunities that afford more people the chance to speak

If a person is constantly interrupting,whether on purpose or unintentionally, handle the situation in private. Maintain Focus in Meetings:

In essence a meeting is a ‘controlled conversation with a purpose’.

Many meetings can go off-course due to:

• Topics taking longer to discuss

• Differences of opinion being discussed and debated for longer than expected

• new topics introduced. Conduct Meetings within Timelines It is important that the original meeting topics, as identified in the agenda, be introduced, discussed and acted upon within the predetermined time frame

One of the most difficult tasks a Chairperson has is time management.

Time management techniques

• Only include items that are required in meetings

• Allocate tasks to be completed before meetings

• Start on time and end on time

• Allocate and notify times

• Ask participants to help with time management

• Allow time to decide

When closing a meeting: • Thank the participants for their time and valuable contributions • Summarise the meeting topics • Review actions and assignments • Clarify that meeting minutes or actions will be reported. Explain the process • Set the time for the next meeting and ask each person if they can make it or not • Try to end on a positive note • Always end meetings on time.

One of the key requirements of any meeting is to record minutes

Minutes are a written record of what was discussed, agreed and actioned

They provide participants with a tangible record of events resulting from the meeting.

In essence minutes can be likened to a photocopy of the meeting.

48 Debrief and follow up after meetings

Performance Criteria for this Element are:

• Process and distribute documentation from meetings

• Inform colleagues regarding the outcomes of meetings

• Incorporate work resulting from meetings into the current work schedule with tasks and actions prioritized, as appropriate.

Once the meeting has finished it is important to ensure the momentum gained during the meeting doesn’t diminish once the meeting is over

It is important to keep the momentum strong, especially in the immediate aftermath of the meeting

The discussions and agreed solutions are still fresh in everyone’s mind.

Process documents

Documents that need to be prepared include:

• Minutes of the meeting

• Copies of presentations

• Copies of background information

• Course of action and responsibilities

• New information to help participants achieve allocated actions

• Agenda for next meeting. Process and Distribute Documentation……

Distributing documentation

The most common methods to distribute documentation include:

 Delivered personally

 Email

 Internal mail

 Courier. Process and Distribute Documentation…….

Acknowledge receipt of documentation

Regardless of the method chosen to send documents, it is important that the sender follows up to ensure:

The documents have been received by the correct person

The person understands what is required of them. Inform Colleages of Meeting Outcomes

Meetings normally incorporate key decision makers, including managers and supervisors, of: • A department

• An outlet of a department

• An area of responsibility not contained within its own department

• An activity.

Not everyone is invited to a meeting.

• Meetings normally just include just key decision makers as it would be impractical or poor time management to have all staff at every meeting

• Therefore any information or actions that are discussed or agreed within meetings, that impact the operations and the way staff conduct their activities, must be communicated in a timely manner. All rights reserved for Applied College - Qassim University BLSA102 Inform Colleagues of Meeting Outcomes…… Types of information

There are endless types of information that must be communicated to staff, through managers and supervisors, including:

• Upcoming events

• Customer information

• New policies and procedures

• New products and services

• Customer comments

• Staff movements

• Operational issues.

55 Inform Colleagues of Meeting Outcomes…….

Types of action

Whilst most communication required to be known by other managers, supervisors and staff is information, at times there are direct actions that need to be taken, either:

Directly by management or supervisors

Through staff in consultation and direction by management and supervisors. Inform Collegues of Meeting Outcomes…..

Types of action

Some types of action that must be communicated for implementation include:

• Conduct research

• Prepare a presentation

• Prepare a strategy or action plan

• Implement action

• Act on information. Unit Summary In this Unit we have explored all the steps involved in:

Preparing for a meeting

Conducting a meeting

Communicating meeting information

Implementing activities resulting from meetings.

Meetings are a very important aspect of all businesses and when used correctly, is the greatest avenue to share information and to develop plans for business success.

Free: Business Communication”, 4 edition, Peter Hartly & Clive G. Bruckmann, 2002
Maher, Ahmed. (2014). How to raise your administrative skills in communication. Third Edition. Alexandria: University House.
Abu Bakr Mustafa and Al-Baridi Abdullah (2008) Effective Communication. Alexandria: University House.
Ethics: Business Communication and the Ethical Context (chap 4) by Betsy Stevens, Ph.D., of Cornell University's School of Business Administration (www.google.com.sa/search?q=Business+Communication+and+the+Ethic al+Context&oq) Unit exams Question 1: Choose the correct answer
Key roles in meeting are generally:

A. Chairperson B. Secretary C. Treasurer. D. All of above

The most common methods to distribute documentation include:

A. Email B. Internal mail C. Courier. D. All of above

When closing a meeting:

A. Make introductions

B. Thank the participants for their time and valuable contributions

C. Clarify your role in the meeting

D. Welcome attendees and thank them for their time Unit exams

Question 2: Put the sign of True (√) or false (x) in front of each sentence

A meeting code is prepared for effective meetings encourage participation for ideas. ( √)
Meeting is an occasion when people gather together to discuss something.( √ )
Business meetings- to get input, interpret decisions and policies, share info… (X)
The success of a meeting comes down to organizing. (X)
Meetings are the most common place to address problems that exist in the workplace ( √)
Effective meetings produce better business decisions ( √)
The meeting should be convened only when it is essential. ( √)

النص الأصلي

العنوان وبيان المسؤولية–بيان تسليم محتوى
Communication skills
Course Title

Course code
BLSA102

Business meeting
Unit title

10
Unit

Applied college
College Name

Dr Houda Muhammed Zwabi
Content expert

0553744543
Phone number
Contents

Plan and prepare for meetings

Conduct meetings

Debrief and follow up meetings.

By the end of this topic, the student should be able to:

Discuss how to plan and prepare for meetings

Demonstrate how Conduct meetings

Explain how to debrief and follow up meetings
Meeting
Definition

Meeting is a gathering of people for discussion. It is an occasion when people gather
together to discuss something. Or A meeting is an assembly of persons, especially for
entertainment, workshop etc.

When there are two or more persons, there is a meeting, structured or otherwise.

Importance

They facilitate exchange of information.

Fostering of team spirit and commitment to common goals and objectives.
Types of Meeting:

It is important to think in terms of different kinds of meetings with different kinds of participants
and different purposes.

a) Business meetings- With customers, clients, colleagues, etc.; often require presentations.

b) Staff meetings- to clear calendars, coordinate unit activities, share information, etc.

c) Management Team meetings- to solve problems, make decisions, set policy, etc.

d) Interdepartmental meetings- to get input, interpret decisions and policies, share info, etc.

e) Board meetings - to report results, set policies and directions, scan for needed changes, etc.
Purpose of Meeting:

Important purposes for holding meetings in business organizations:

To save time in Communication.

To instruct a group for a specific purpose, that is , briefing.

To discuss and solve problems relating to business

To resolve conflicts, confusion and disagreement among interest groups.

To give and get new ideas and immediate reactions.

To arrive at consensus on issues.

To learn from others and to train others.
Ten golden rules for convening a meeting

The meeting should be convened only when it is essential.

Meetings should have time schedule and must begin and end on time.

Meetings should be convened only when no telephonic discussion is possible.

They must have clear and specific agenda and sub agenda.

They must have clear objectives.

Time limit should be specified for each item of the agenda and sub agenda.

The notice of the meeting should be sent well in time before the meeting, to those who are required
to attend the meeting.

Conclusion of a meeting is summarized

Action oriented minutes should be prepared and circulated after the meeting.

Meeting should be closed on a pleasant tone.
Plan and prepare of meeting:

Performance Criteria for this Element are:

• Identify the need for meetings and who should attend

• Decide on the style of the meeting and level of formality required according to
meeting purpose, occasion, nature of participants and enterprise procedures

• Make arrangements for the meeting in accordance with organisational
requirements and within designated timelines.
Identify customer/guest requirements

Performance Criteria for this Element are:

Develop an agenda in accordance with the purpose of the meeting

Prepare meeting papers and dispatch to participants before the meeting, where
appropriate, and within appropriate timeframes.
Characteristics of meetings:

In essence meetings are planned events, with some form of structure and purpose are designed to:
 Get people together

 Get alignment towards a specific range of topics

 Provide information

 Brainstorm ideas

 Exchange ideas and thoughts
 Understand the topics discussed

 Reach confirmation and agreement

 Assign accountability and actions

 Decide on further action or strategy.
Identify the need of meeting:

Every meeting must have a purpose

There must be a reason to get people together

The purpose of a meeting must be clear for all participants.

What are common needs of a meeting?

Meetings aim to:

• Inform people and share information about new issues or developments

• Access new information and exchange information between participants at the meeting

• Make decisions by using those present to brainstorm ideas and offer solutions

12
• Review and monitor existing programs or project manage new ones.
All rights reserved for Applied College - Qassim University BLSA102
Intention of meeting:
The intention of meetings will normally be dictated by the outcome to be reached
including:

• Problem-Solving Meetings

• Decision-Making Meetings

• Planning Meetings

• Feedback or Follows-Up Meetings

• Combination Meetings.

In order to achieve those outcomes in an orderly and fair manner, certain positions or roles
are assigned to certain participants.

Key roles in meeting are generally:

Chairperson

Secretary

Treasurer.
Chairperson
• It is the chairperson’s responsibility to ensure the meeting’s purpose is achieved
• There are two ways the Chairperson can attain their position, they can either be elected
or they can be appointed
• The position is also chosen based on experience, responsibility or seniority.
Some of their key responsibilities include:

• They liaise with the secretary regarding the next agenda and contribute to its final copy

• They ensure that the minimum number of people are present so that the meeting can take place

• They open the meeting by welcoming participants

• They make sure someone is taking the minutes.

Attempt to move the meeting along at a timely and orderly pace by:
Ensuring speakers direct questions to them
One person speaks at a time
Speakers only speak once on a motion
Speakers remain focused on the topic of discussion
Make certain that motions are properly moved and seconded and that is recorded by the
minute taker
Remain objective when someone is stepping out of the guidelines or not addressing the issue
in question
Set the date, place and time for the next meeting.

16
Secretary

The secretary’s position is integral to the efficient functioning of a meeting.

Their duties are numerous and their tasks can be broken down into:

Before the meeting

During the meeting

After the meeting.

Before the meeting taking place, they will be responsible for:

Drawing up the agenda and sending out notices of meetings

Preparing items and organising correspondence

Ensuring there is enough seating.
Secretary….

During the meeting, they will be responsible for:

Taking a record of who is present, absent and reading out apologies for those absent

Read out the minutes from the previous meetings and any correspondence as a result of previous minutes

Take notes and minutes

Action incoming and outgoing correspondence.

After the meeting, they will be responsible for:

Writing up the minutes from the previous meeting notes

Following up on any correspondence

Completing any tasks given from the meeting

Preparing for the next meeting.
Treasurer

A treasurer is in charge of ensuring the finances of the organisation are kept in order.

They must:

• Ensure bills are paid

• Confirm income is deposited into the bank

• Report to the meeting on issues of finance

• Provide participants with an financial position.

19
All rights reserved for Applied College - Qassim University BLSA102
Participant in Meetings:

When deciding on the people who are to be invited to a meeting there are a number of
questions that must be answered.

• Is this person required to play an active role in the meeting – speak, share information
or make a presentation?

• Are the meeting topics relevant to the person?

• Does the person need to be actually at the meeting to receive the information
or can it be delivered to them in
another format?
Styles of Meeting:
he style of a meeting normally refers to the
location or layout of a meeting.

It is aimed around the level of interaction
and passing of information within the
meeting.

Meeting styles will normally include:

Round table
Workshop
Lecture
Training course
Seminar
Promotional event
Conference.
Telephone conference call
Congress
Video conference.
Exhibition or trade show
Frequency of Meeting:

Since a meeting can be held once or often, the meeting organizer has to determine the
repetition and frequency of occurrence of the meeting.

Frequency of meetings, normally comprise of:

• A one-time meeting

• A recurring meeting

• A series meeting.

22
All rights reserved for Applied College - Qassim University BLSA102
Formality of Meetings:
Formality of meetings will normally dictate:

 Attire to be worn at the meeting

 The structure of the meeting

 Style of presentations and information to be given

 Conduct

 Budget and planning

 Catering.

23
All rights reserved for Applied College - Qassim University BLSA102
Organizational Requirements of Meeting:

Each business will have their own policies and procedures in relation to:

 When meetings are scheduled

 Who is required to attend

 The style and format

 The required action of participants

 Confidentiality of information.
Arrange of Meetings:
Once the type, style and formality of meeting has been identified, the arrangements must be made to
ensure the meeting is conducted in a professional and effective manner

The aim of arranging meetings is to enable all participants within the meeting to be able to undertake their
role in a manner that is streamlined, with all necessary tools at their immediate disposal.

What do you need to arrange for a meeting?

Activities to be performed when arranging meetings

Identify meeting leader or organizer

Identify date, time and location

Book meeting facility

Identify budget.
Arrange of Meetings……

Prepare information & agenda

o Agenda and meeting information

o Accommodation options

o Transportation arrangements or options

o Background information on city or country

o Weather information

o Direction to the venue

 Event schedule

 Names of participants

 Background information on the company or topics for discussion
26
 Dietary requirements.
All rights reserved for Applied College - Qassim University BLSA102
Arrange of Meetings……
Notify people
Arrange venue layout

Organisers
Tables and Chairs

Catering staff
Surrounding furniture

Participants
Stage

Suppliers
Signage

Meeting room co-coordinator
Aesthetics.

Media.

All rights reserved for Applied College - Qassim University BLSA102
Arrangement of Meetings:
Arrange Equipment
 Data Projector and screen
 Computers
 Audi Speakers
 Printers
 Internet connection or ‘wifi’
 Scanners
 Microphone (cordless or fixed)
 Photocopiers
 Telephones
 Microphone stand and speakers
 Teleconference equipment
 Whiteboards and electronic
whiteboards.
 Video conference equipment.

‘Stationery kit’ which comprises a ruler, pencils, pens, scissors, highlighters, glue, pins, ‘blue
tak’ calculator, laser pointer, whiteboard markets, eraser, stapler, staple remover and hole
punch

Pens and pads

Name badges

Place settings

Water glass

Mints.
Arrange catering

• Catering staff

• Glassware, crockery and cutlery

• Service area

• Service equipment

• Clothes and trays

• Food

• Timing of meals

• Special requests of dietary requirements

• Menus

• Cash lists, registers and cash float if items are to be sold.
Arrange Meetings……
Specialised meeting staff

• Welcoming staff

• Meeting organisers

• MC – Master of ceremonies

• Language translator

• Photographer

• Audio and visual expect

• Computer technician

• Catering staff.
Preparing of Agendas:

 Contact the Chairperson of the meeting

 Identify topics for discussion at the next meeting

 Note the topics on the agenda

 Confirm all agenda topics and sequence order

 Confirm participants to be invited

 Obtain participant contact details, addresses and or email numbers so that the agenda
can be distributed prior to the meeting.
Preparing Meeting Papers:

The success of a meeting comes down to planning.

As actual meeting times are quite restricted, all participants must be aware of, in advance:

The purpose of the meeting

Any background information

Topics for discussion

Their role in the meeting.

In order to prepare participants you may be required to:

• Prepare agenda

• Prepare presentations

• Prepare background notes

• Give to staff, suppliers and other interested parties

• Give to participants.
Preparing Meeting Papers………

Confidentiality of information

In many cases, any information that is to be given to participants, is confidential and not
for distribution or viewing to anyone.

This may include:
• Strategic plans
• Financial information
• Information about customers
• Staff movements
• Salary information
• Operational matters
• Marketing and promotional materials.
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Conduct Meetings:
Performance Criteria for this Element are:

 Chair meetings in accordance with enterprise procedures and meeting protocols

 Encourage open and constructive communication

 Reach agreement with meeting participants on meeting goals and conduct

 Present information and ideas clearly and concisely.

 Give all participants the opportunity to contribute

 Manage meetings to maintain focus on agreed goals

 Conduct meetings within agreed times, or adjust times with the agreement of participants

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 Record the minutes of meetings accurately, where appropriate.
Chair Meetings:

Whilst meetings are extremely valuable and effective avenues in which to share
information, make decisions and agree on strategies that will shape the future direction
of a business

It is vital that they are well managed

Most meetings will have a person running it

This is normally the person who called the meeting in the first place

This person will assume the role of the ‘chairperson’ regardless of whether they give
themselves the title or not.
Opening Meetings:
Always start on time and state that sticking to the agenda and its timeline is important

 Welcome attendees and thank them for their time

 Make introductions

 Clarify your role in the meeting

 Review the agenda

 Allocate someone to take minutes

 Start the meeting in a positive and enthusiastic manner.
Maintaining Control:

The three most common reason meetings get out of control are:

Disagreements and differences of opinion when making decisions

Talking about topics that are not relevant

Spending too much time on a particular agenda item, at the expense of other items.

Meetings are only as good as the ideas that the participants bring forward

Great ideas can come from anyone in an organization, not just its managers

It is no point having people attend meetings if there are not able to express their views,
opinions or suggestions

As the chairperson, it is your role to ensure everyone is given a fair opportunity to
participate in meetings.
Open and Constructive Communication……..
Confidentiality
• Many people generally have reservations about being honest and open if they know what they
say is relayed to others after the meeting

• Critical comments, may be an important aspect of a meeting topic and the basis for ways to
improve performance

• They are vital to a meeting and should be encouraged

• Establish a ground rule in relation to confidentiality.

Meetings are the most common place to address problems that exist in the workplace
In order to find a suitable solution, it is important to understand the causes and why things were
said, or done in a certain way

• Focus on problem, not to lay blame

• Focus on finding a solution.
Present Information and Ideas Clearly:

As the meeting commences, each agenda item will be introduced, discussed and
actioned:

• In a clear and concise manner

• With an agreed outcome

• In the allocated time.

The reason people have been invited to attend a meeting is because they have something
important to contribute.

This contribution could come in the form of:

• Making a presentation

• Providing expert advice

• Providing feedback or suggestion

• Providing criticism

• Providing acceptance and approval.

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Equal Opportunity to Contribute……

Fair and equitable opportunity to contribute

Refer to the ground rules, which should include guidelines on listening and allowing others
to speak

Allocate times for each person to contribute

Provide small group opportunities that afford more people the chance to speak

If a person is constantly interrupting,whether on purpose or unintentionally,
handle the situation in private.
Maintain Focus in Meetings:

In essence a meeting is a ‘controlled conversation with a purpose’.

Many meetings can go off-course due to:

• Topics taking longer to discuss

• Differences of opinion being discussed and debated for longer than expected

• new topics introduced.
Conduct Meetings within Timelines
It is important that the original meeting topics, as identified in the agenda, be introduced, discussed and
acted upon within the predetermined time frame

One of the most difficult tasks a Chairperson has is time management.

Time management techniques

• Only include items that are required in meetings

• Allocate tasks to be completed before meetings

• Start on time and end on time

• Allocate and notify times

• Ask participants to help with time management

• Allow time to decide

When closing a meeting:
• Thank the participants for their time and valuable contributions
• Summarise the meeting topics
• Review actions and assignments
• Clarify that meeting minutes or actions will be reported. Explain the process
• Set the time for the next meeting and ask
each person if they can make it or not
• Try to end on a positive note
• Always end meetings on time.

One of the key requirements of any meeting is to record minutes

Minutes are a written record of what was discussed, agreed and actioned

They provide participants with a tangible record of events resulting from the meeting.

In essence minutes can be likened to a
photocopy of the meeting.

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Debrief and follow up after meetings

Performance Criteria for this Element are:

• Process and distribute documentation from meetings

• Inform colleagues regarding the outcomes of meetings

• Incorporate work resulting from meetings into the current work schedule with tasks and
actions prioritized, as appropriate.

Once the meeting has finished it is important to ensure the momentum gained during the
meeting doesn’t diminish once the meeting is over

It is important to keep the momentum strong, especially in the immediate aftermath of the
meeting

The discussions and agreed solutions are still fresh in everyone’s mind.

Process documents

Documents that need to be prepared include:

• Minutes of the meeting

• Copies of presentations

• Copies of background information

• Course of action and responsibilities

• New information to help participants achieve allocated actions

• Agenda for next meeting.
Process and Distribute Documentation……

Distributing documentation

The most common methods to distribute documentation include:

 Delivered personally

 Email

 Internal mail

 Courier.
Process and Distribute Documentation…….

Acknowledge receipt of documentation

Regardless of the method chosen to send documents, it is important that the sender
follows up to ensure:

The documents have been received by the correct person

The person understands what is required of them.
Inform Colleages of Meeting Outcomes

Meetings normally incorporate key decision makers, including managers and
supervisors, of:
• A department

• An outlet of a department

• An area of responsibility not contained within its own department

• An activity.

Not everyone is invited to a meeting.

• Meetings normally just include just key decision makers as it would be impractical or poor time management
to have all staff at every meeting

• Therefore any information or actions that are discussed or agreed within meetings, that impact the
operations and the way staff conduct their activities, must be communicated in a timely manner.
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Inform Colleagues of Meeting Outcomes……
Types of information

There are endless types of information that must be communicated to staff, through managers and
supervisors, including:

• Upcoming events

• Customer information

• New policies and procedures

• New products and services

• Customer comments

• Staff movements

• Operational issues.

55
Inform Colleagues of Meeting Outcomes…….

Types of action

Whilst most communication required to be known by other managers, supervisors and
staff is information, at times there are direct actions that need to be taken, either:

Directly by management or supervisors

Through staff in consultation and direction by management and supervisors.
Inform Collegues of Meeting Outcomes…..

Types of action

Some types of action that must be communicated for implementation include:

• Conduct research

• Prepare a presentation

• Prepare a strategy or action plan

• Implement action

• Act on information.
Unit Summary
In this Unit we have explored all the steps involved in:

Preparing for a meeting

Conducting a meeting

Communicating meeting information

Implementing activities resulting from meetings.

Meetings are a very important aspect of all businesses and when used correctly, is the
greatest avenue to share information and to develop plans for business success.

Free: Business Communication”, 4 edition, Peter Hartly & Clive G.
Bruckmann, 2002

Maher, Ahmed. (2014). How to raise your administrative skills in
communication. Third Edition. Alexandria: University House.

Abu Bakr Mustafa and Al-Baridi Abdullah (2008) Effective
Communication. Alexandria: University House.

Ethics:
Business Communication and the Ethical Context (chap 4) by Betsy
Stevens, Ph.D., of Cornell University's School of Business Administration
(www.google.com.sa/search?q=Business+Communication+and+the+Ethic
al+Context&oq)
Unit exams
Question 1: Choose the correct answer

Key roles in meeting are generally:

A. Chairperson B. Secretary C. Treasurer. D. All of above

The most common methods to distribute documentation include:

A. Email B. Internal mail C. Courier. D. All of above

When closing a meeting:

A. Make introductions

B. Thank the participants for their time and valuable contributions

C. Clarify your role in the meeting

D. Welcome attendees and thank them for their time
Unit exams

Question 2: Put the sign of True (√) or false (x) in front of each sentence

A meeting code is prepared for effective meetings encourage participation for ideas. ( √)

Meeting is an occasion when people gather together to discuss something.( √ )

Business meetings- to get input, interpret decisions and policies, share info… (X)

The success of a meeting comes down to organizing. (X)

Meetings are the most common place to address problems that exist in the workplace ( √)

Effective meetings produce better business decisions ( √)

The meeting should be convened only when it is essential. ( √)

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