GOOD MORNING

TO ALL OF YOU

MEETINGS & CONFERENCES

INTRODUCTION “CONFERENCE & MEETING REFERS TO AN

ASSEMBLY OF PERSONS WHO COME TOGETHER AND TO THINK CAREFULLY ON TOPICS AND ISSUES OF COMMUNICABLE INTEREST.”

THEY FACILITATE:-EXCHANGE OF INFORMATION.ALTERNATIVE VIEWPOINT.REMOVAL OF MISCONCEPTIONS.FINALIZATION OF PLANS AND STRATEGIES.CLARIFICATION OF CONCEPTS AND IDEAS.

MEETINGS• MEETINGS ARE THE MOST POPULAR METHOD

OF INTERACTIVE COMMUNICATION. THEY FACILITATE DIRECT, FACE TO FACE COMMUNICATION.

• WHEN THERE ARE TWO OR MORE PERSONS, THERE IS A MEETING.

MEETINGS ARE THE MOST POPULAR METHOD OF INTERACTIVE COMMUNICATION.

CONTINUE…• THEY SERVE THE VALUABLE OBJECTIVE OF FACILITATING

EXCHANGE OF INFORMATION,FORECASTING TEAM SPIRIT AND COMMITMENT TO COMMON GOALS AND OBJECTIVES.

• MORE IMPORTANTLY, THEY HELP IN ELOBRATING IDEAS, CLARIFYING CONCEPTS AND CLEARING CONFUSION.

PURPOSES OF MEETINGTO SAVE TIME IN COMMUNICATION.TO DISCUSS AND SOLVE PROBLEMS RELATING TO

BUSINESS.TO RESOLVE CONFLICTS & CONFUSION AMONG TARGET

GROUP.TO GIVE AND GET NEW IDEAS AND IMMIDIATE

REACTIONS.TO GENERATE PASSION AND POSITIVE ATTITUDES.

PREPARATION FOR A MEETING

FOLLOWING ARE THE BROAD AREAS WHERE PREPARATORY WORK RELATING TO CONDUCTING A MEETING MAY BE NECESSARY:-

DOMESTICARRANGEMEN

T

PAPERWORK

PURPOSE SUPPORT

CODE FORMEETING

DOMESTIC ARRANGEMENT:-

WHERE WILL THE MEETING BE HELD:;VENUE? AT WHAT TIME AND DAY WILL IT BE HELD? WHAT WILL BE THE DURATION OF THE

MEETING? WHO WILL BW INVITED TO ATTEND? WHO WILL CHAIR THE MEETING? WHETHER LUNCH/DINNER IS ARRANGED?

PAPERWORK:-

MINUTES OF THE PREVIOUS MEETING AND RELATED RECORDS.

WRITTEN REPORTS OR GRAPHICS REQUIRED AT THE TIME OF THE MEETING.

PURPOSE:-

WHAT DO YOU WANT TO ACHEIVE? WHAT KIND OF MEETING IS IT? DOES THE LEADER NEED TO ACQUIRE SPECIALIST

ADVICE ON ANY SUBJECT?

SUPPORT:-

IS A WROTTEN REPORT IS REQUIRED? HOW MCH GENERAL KNOWLEDGE AND

AWARENESS IS REQIRED? DO YOU USE MIKE OR OTHER AUDIO AIDS? IS THERE A NEED TO USE ADVANCED VISUAL

AIDS FOR BETTER PRESENTATION?

CODE FOR MEETING:-

START AND END ON TIME. BE PRESENT ON TIME AND BE PREPARED

MENTALLY. SET AN AGENDA(LIST OF ITEMS). DON’T INTERRUPT UNNECESSARILY. GIVE FULL ATTENTION TO DISCUSSIONS. RECORD IDEAS/DISCUSSION.

PARTICIPANTS ROLE DURING THE MEETING

1. PUNCTUALITY (regularity):-THE LEADER TO START THE MEETING IN TIME.

2. CONTRIBUTING INFORMATION3. RAISING QUESTION4. LISTENING THOUGHTFULLY5. AVOIDING SIDE DISCUSSION6. CHEERINGING OTHER PERSONS VIEWS7. KEEP AN OPEN MIND8. SHOW INTEREST IN WHAT OTHERS SAY

CONFERENCE• A CONFERENCE IS A MEETING OF LARGE

GROUP OF PERSONS ASSEMBLED FOR THE PURPOSE OF DISCUSSION COMMON PROBLEMS OR ACTIVITIES.

• THE NUMBER OF PARTICIPANTS MAY BE ANYTHING FROM 50 TO 500 OR MORE.

• THE PARTICIPANTS MAY NOT BE FROM THE SAME ORGANIZATION.

DIFFERENCE BETWEEN MEETING AND CONFERENCE

CONTINUE

WE ARE VERY THANK FULL TO “SIR”

FOR GIVING THIS OPPORTUNITY TO US.

BUSINESS COMMUNICATIN