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Business Communication: Building Critical Skills
Kitty O. Locker, Ohio State University
Steven Kyo Kaczmarek, Columbus State Community College
Kathryn Braun, Sheridan College
Planning, Managing and Recording a Meeting

E-Learning Session

  1. What planning should precede a meeting? Identify the purpose(s) and create an agenda.
    1. Know the different kinds of meetings businesspeople attend. POWERPOINT PRESENTATION
    2. Meetings can have six purposes. POWERPOINT PRESENTATION
    3. When meetings have two or more purposes, make those purposes explicit.
    4. Specify how input will be used to make expectations clear and keep the conversation focused.
    5. Use agendas; a good agenda indicates
      • The time and place of the meeting.
      • Whether each item is presented for information, for discussion, or for a decision.
      • Who is sponsoring or introducing each item.
      • How much time is allotted for each item.
        1. CONCEPT CHECK True or False: Simply having an agenda is enough; how well it works isn't predictable because no one knows how the meeting will actually happen. CONCEPT CHECK
  2. When I'm in charge, how do I keep the meeting on track? Pay attention both to task and to process.
    1. Your goal as chair is to help participants deal with the issues in a way that is both timely and adequately thorough.
    2. As chair, you may want to make ground rules explicit.
    3. Pay attention to people as well as to the task at hand.
      • CONCEPT CHECK True or False: The best meeting chairs turn responsibility for how well the meeting runs over to the participants. CONCEPT CHECK
  3. What decision-making strategies work well in meetings? Try the standard agenda or dot planning.
    1. The standard agenda is a seven-step process for solving problems. POWERPOINT PRESENTATION
    2. Dot planning offers a way for large groups to choose priorities quickly. TRANSPARENCY MASTER
      • CONCEPT CHECK True or False: Don't planning works better with individuals than with groups. CONCEPT CHECK
  4. How can I be an effective meeting participant? Be prepared.
    1. Take the time to prepare for meetings.
    2. Be prepared for opportunities to speak.
      • In small meetings, you may get several chances.
      • In large meetings, you may only get one chance.
    3. Look for ways to maximize your participation. TRANSPARENCY MASTER
  5. What should go in meeting minutes? Topics discussed, decisions reached, and who does what next.
    1. Meeting minutes formally record important information about the meeting. TRANSPARENCY MASTER
  6. How can I use informal meetings with my boss to advance my career? Plan scripts to present yourself positively.
    1. Plan for meetings, even informal ones.
    2. Take the initiative with bosses who provide little or no feedback or mentoring.
      • Make statements that show you're thinking about ways to work smarter.
      • Show that you're interested in learning more so that you can be even more valuable to the organization.
  7. Do virtual meetings require special consideration? Yes. Watch interpersonal communication. For important projects, build in some face-to-face meetings as well.
    1. Be prepared for the challenges that virtual meetings can create. TRANSPARENCY MASTER
  8. Go to the Self-Quizzes section if you would like to test your understanding of this module.




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