Strategies for successful business and group meetings

1. STRATEGIES FOR
SUCCESSFUL
BUSINESS AND
GROUP MEETINGS
BY:RAHILA KHAN
LECTURER OF ENGLISH GGPCQC

2. GROUP MEETING
LEADER'S RESPONSIBILITY
PARTICIPANT'S RESPONSIBILITY
PROCEDURES
BY
RAHILA KHAN

3. GROUP MEETING:
 An act or process of coming together.
 A formally arranged gathering.
BY
RAHILA KHAN

4. TYPESOFMEETING
 It is a pre-planned gathering of two or more people
 Formal meetings are characterized by their pre-
determine
 Topics ,and a set of objectives and formal notices
 They are held at a specific time and at a defined place
 They are lead by chairperson
 Informal meetings are casual
 Informal meetings task place in a restaurant or
 a coffee shop, rather Then take place in board room.
 Informal meeting would not have any an appropriate
 place in a formal meeting.
FORMAL
INFORMAL
BY
RAHILA KHAN

5. PURPOSE OF GROUP MEETING
To sort out conflict
To negotiate a contract or
agreement
To deal with current problem
To supply information
BY
RAHILA KHAN

6. TYPES OF GROUP MEETING
Status update meeting
Information sharing meeting
Decision making meeting
Problem solving meeting
BY
RAHILA KHAN

7. FORMATIONOFGROUP
 Groups goal are made clear to
members
 Groups norms begin to be establish
FORMING
 Groups members begin to feel comfortable
 Establishing rules within the group with mutual
understanding
STORMING
 Team members may socialize together
 Able to ask one another for help
 Start to support each other
NORMING
 Any disagreements are resolved with in the team
 Team work hard to achieve the desire goal
PERFORMING
BY
RAHILA KHAN

8. LEADER'S RESPONSIBILITIES IN A
MEETING
BY
RAHILA KHAN

9. WHO IS A LEADER
A leader is one who knows the
way, shows the way, goes the way.
--John c, Maxwell
BY
RAHILA KHAN

10. KINDS OF LEADERS
DEMOCRATIC
LEADERLESS
Shows contempt to some members
Praises those who agree with him
Speaks often and loudly
Issues orders and commands suggest that he has authority
Shared leadership
Allows high ability people to run the meeting
This is rarely beneficial as someone to guide should be available
Helps the group to make the best possible decision
listens to others and gives them authority to conclude
Facilitate productive discussions
Invite minorities
AUTHORITARIAN
BY
RAHILA KHAN

11. RESPONSIBILITIESOFMEETINGLEADER
1. Decide the main meeting details
Meeting Leaders have to consider critical questions
2. Develop an agenda
Meeting Leaders create an agenda that’s easy to follow but covers all
important points.
3. Maintain a positive, safe atmosphere
The Leader’s job is to maintain a positive and safe atmosphere during the
meeting.
4. Assign other meeting roles
The Leader assigns remaining meeting roles. They’re responsible if they pick
the wrong person for a job.
5. Communicate Conclusions
A Leader must accurately rephrase ideas and conclusions to the group for
reflection and agreement in order to avoid misunderstandings.
6. Assign Action Items
Meeeting leader assigns tasks or ideas which are feasible and doable. BY
RAHILA KHAN

12. BY
RAHILA KHAN
PARTICIPANT'S RESPONSIBILITY
IN A MEETING

13. EFFECTIVEPARTICIPANT
Organizer
Clarifier
Questioner
Factual contributor
Energizer
Ideal creator
Critical tester
Reconciler
Supporter BY
RAHILA KHAN

14.  Observing the other members: An understanding of strengths and weaknesses of other
participants of the meeting enables a person to devise most effective way of dealing with
them.
 Speaking at the most appropriate time: It is the norms of the meeting to speak at the most
appropriate time. A number of good speeches go waste simply because they are not well
timed.
 Control of anger: In presenting the own speech and hearing the speeches of others, the
members should control their tempers, annoyances, angers, emotions, excitements etc.
 Flexible and accommodating attitude: The members in the meeting must have an attitude
to honor the opinions and outlooks of others.They should be flexible.
 Avoid lecturing patronizing and condemning attitude: In delivering the meeting none should
show lecturing, advising and patronizing attitude in speech to pinch or condemn others.
 Not to make lengthy speech: Everybody should late active part in proceeding the meeting.
This creates the meeting livelier. Therefore no member should make his speech lengthy.
 Abiding by the instructions of the chairperson: Every meeting is presided over by a
chairperson. The participants of the meeting should abide by the instructions of the
chairperson.
ParticipantsResponsibilitiesinMeeting
BY
RAHILA KHAN

15. PROCEDURE OF GROUP
MEETING
BY
RAHILA KHAN

16. STEPS BEFORE MEETING
Review the
problem and
determine
purpose.
Decide who
should
participate
Arrange for
meeting date,
time, place
Create an
Agenda
Distribute
announcement
for the meeting
Check
physical
arrangements
BY
RAHILA KHAN

17. STEPS DURING MEETING
Begin with
an opening
statement
Stimulate
discussions
Understand
the role of
participants
Interpret
date for
solution
evaluation
State major
conclusion and
plan of action
BY
RAHILA KHAN

18. STEPS AFTER MEETING
Add Tasks to a
To-Do List
Follow Up
Immediately
Send an
Action Plan
Set
Reminders
Stay in
Touch
BY
RAHILA KHAN

19. LAST BUT NOT THE LEAST!
BY
RAHILA KHAN

20. ''Talent wins games, but
teamwork and intelligence
wins championships''
--Micheal Jordan
BY
RAHILA KHAN

21. THANKS！
BY
RAHILA KHAN