Meetings and Conferences

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Meetings and Conferences

• Chapter 12

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Your Goals

• Identify the responsibilities of the
  administrative professional for meetings and
  conferences.
• Become familiar with the types of
  meetings--audio, online, and video.
• Prepare meeting notices.
• Prepare agendas and minutes.
• Develop conflict resolution skills.

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Meetings are Necessary When

• Advice is needed from a group of people.
• A group needs to be involved in solving a problem
  or making a decision.
• An issue arises that needs clarification.
• Information needs to be given to a group.
• Communication needs to occur quickly with a large
  number of people.

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Meeting Effectiveness

• The effective meeting is one in which
• There is a definite need for the meeting.
• The purpose is stated and clearly understood by
  all participants.

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Meeting Effectiveness continued

• The appropriate people are in attendance at the
  meeting.
• An agenda is prepared and adhered to.
• All members participate.
• There are outcomes achieved as a result of the
  meeting.

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Meetings are Unnecessary When

• There is no clearly defined purpose for the
  meeting.
• No consideration has been given to the people who
  need to be in attendance.

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Meetings are Unnecessary When continued

• Confidential or sensitive personnel matters must
  be addressed.
• There is inadequate data for the meeting.
• There is insufficient time to prepare for the
  meeting.

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Meetings are Unnecessary Whencontinued

• The information could be communicated by memo,
  fax, email, or telephone more effectively.
• There is a considerable amount of anger and
  hostility in the group and people need time to
  calm down before coming together.

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Traditional Meetings
Staff meetings
Customer/Client meetings
Committee meetings
Board of Directors meetings
Project Team meetings
Conventions Conferences
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Advantages ofTraditional Meetings

• Individuals have a chance to talk informally with
  other participants before, during, and after the
  meeting.
• Body language of the participants can be closely
  observed.
• People generally feel more relaxed with the
  informal setting.

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Advantages ofTraditional Meetings continued

• If the issue is difficult, the atmosphere allows
  attendees to deal more effectively with the
  problem.
• A creative, interactive group discussion is more
  likely.
• Widespread participation among group members is
  more likely.

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Disadvantages of Traditional(Face-to-Face)
Meetings

• Travel can be costly.
• The meeting room may be costly or finding a
  vacant room within the company can be a problem.
• Coffee, lunches, or other refreshments may be
  needed.
• Harder to control since people are freer to
  interact.

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Disadvantages of Traditional (Face-to-Face)
Meetings continued

• Socializing can consume a major part of the
  meeting time if not controlled by the leader.
• Time can be lost through waiting for people who
  are late.
• Individuals may tend to rely on their colleagues
  suggestions or solutions thus, creativity can
  suffer.

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Electronic Meetingsvia Teleconferencing
Online Meetings
Videoconferencing
Audioconferencing
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Advantages of Electronic Meetings

• Simplicityparticipants can join a meeting or
  conference anytime anywhere.
• Savings in travel time, meals, and hotel rooms.
• Ability to take care of the concerns of
  multinational organizations without expensive
  travel and resultant time commitments.

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Advantages of Electronic Meetings continued

• Ability to present extensive information.
• Ability to bring together people with expertise
  in different areas.
• Availability of software packages and service
  providers.

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Disadvantages of Electronic Meetings

• Less chance for effective brainstorming.
• Inability to see body language of all
  participants at any one time.
• Inability to pick up small nuances of body
  language over the monitor.
• Less spontaneity between individuals due to a
  fairly structured environment.
• No or relatively little socialization between
• participants.

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The Leaders Responsibilities Before the Meeting

• Determine the purpose.
• Determine who should attend.
• Determine the number of attendees.
• Establish the time and place.
• Plan the agenda.

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The Leaders Responsibilities During the Meeting

• Adhere to the Agenda.
• Manage Time.
• Encourage Participation.
• Reach Decisions.
• Evaluate the Meeting.

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Before the Meeting

• Discuss the purpose, objectives, and general
  expectations with the executive.
• Gather information.
• Make calendar notations.
• Reserve the meeting room.

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Before the Meeting continued

• Notify participants.
• Prepare the agenda.
• Prepare materials for attendees.
• Prepare materials for the executive.
• Order food and beverages.
• Order necessary equipment.

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During the Meeting

• Greet guests.
• Assist the leader in observing parliamentary
  procedures.
• Take notes and minutes.
• See that food and beverages are served.
• Handle special problems.

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After the Meeting

• Return all equipment clean up.
• Prepare the notes or minutes.
• Perform routine follow-up duties.
• Evaluate the meeting.
• File the minutes.

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Minutes are necessary when ...

• Decisions are made that affect a large number of
  people.
• A formal meeting is conducted such as a Board of
  Directors Meeting.
• When attendees act upon a list of different
  topics and a record is necessary to recall the
  events.
• When regular meetings are held and a record of
  continual activities is needed.
• When results need to be reported to others, e.g.
  company officers.

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Before the Meeting

• Respond to the meeting notice in a timely manner.
• Read any materials sent out before the meeting.
• Evaluate the materials sent out in relation to
  the purpose of the meeting.
• Call the executive to clarify any questions that
  might arise as to meeting purpose or objectives.

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During the Meeting

• Be on time.
• Adhere to the agenda.
• Make contributions.
• Listen to other participants contributions.
• Respect the leaders role.

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During the Meeting continued

• Do not dominate the discussion.
• Be nonjudgmental of others comments.
• Be courteous to each individual.
• Take notes, if necessary.

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After the Meeting Participants may

• Need to do some research or take action.
• Need to work with others.
• Need to make recommendations.

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DOs and DONTs for International Meetings

• Greet each person properly.
• Do not use first names of participants.
• Recognize the leader of the groups.
• Take time for the amenities before beginning the
  meeting.
• Dress conservatively.

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DOs and DONTs for International Meetings
continued

• Do not ask personal questions.
• Disagree agreeably.
• Do not use slang.
• Avoid gesturing with your hands.
• Watch your body language.
• Use an interpreter if necessary.
• Do not mistake a courteous answer for the truth.

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Before the Conference
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Before the ConferenceAdministrative Assistant
Duties

• Arrange for meeting facilities.
• Contact outside speakers.
• Make hotel and travel reservations.
• Plan and conduct registration.
• Assist with planning and arranging meals and
  receptions.
• Prepare evaluation forms.

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During the ConferenceAdministrative Assistant
Duties

• Run errands.
• Solve problems.
• Escort speakers to the appropriate room.

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During the Conference continued

• Prepare and distribute an attendance list.
• Collect evaluation forms.
• Maintain expense records.
• Smile and handle even the most difficult
  situations with aplomb (self-assurance/poise).

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After the Conference

• Return all equipment.
• See that out-of-town guests and speakers have
  transportation to the airport.
• Draft letters of appreciation to presenters.
• Process expense reports pay bills.
• Review evaluations and file them for future
  reference.

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CONFLICTRESOLUTION

• Identify what is causing the conflict power,
  resources, recognition, etc.?
• Determine what each person needs or wants.
• Identify points of agreement
• and disagreement.
• Create a safe environment

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CONFLICTRESOLUTION continued

• Do not react!
• Do not seek to win during a confrontation.
  Negotiate the issues and translate the
  negotiation into a lasting agreement
• Separate people from the issue.
• Remember openness, empathy, and equality!

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CONCLUSION

• Meetings are a way of life in the workplace.
• As more work is handled by teams, the number
• of meetings is increasing.
• Management may spend as much as 50 percent
• of each week in meetings. Meeting time must
• be spent productively. Your administrative
• assistant skills are needed to plan, organize,
  and
• facilitate productive meetings and conferences.