SESSION 7: How To Conduct A Meeting Effectively

1. Primary Preparation:

Reference source: www.youtube.com/watch?v=AtMDgnXyDC8

• Listing objectives of meeting.
• Facilitator.
• Meeting place/room.
• Timing.
• Icebreaker.
• Hanger.
• Minute.

2. Preparation of An Agenda Prior To A Meeting:

An agenda is a list of points or issues that need to be addressed in the meeting.

For example:

Meeting for review of strategies to increase sales in 2009. The agenda may include the following issues to be addressed:

• How effective are the sale strategies in 2008?
• Do we meet the target sales for the fiscal year 2008?
• What can we do better to increase sales for the fiscal year 2009?
• What are additionial resources required interms of personnel, budget, training, etc?

3. Disseminating the Meeting Agenda:

Disseminate the meeting agenda by email:

Dear All,

Our Sale Department shall have a meeting for review of strategies to increase sales for the fiscal year 2009. The meeting is scheduled as follows:

Subject/Topic: Review of Strategies To Increase Sales For Fiscal Year 2009

Date: 15 December 2008

Time: 10:00 am - 12:00 am

Venue: Meeting Room

Agenda: Attached in this email

See you all then.

Cheers,
Nguyen Duc Vy (Vincent)
Bravao Software Company
97 Nguyen Cong Tru District 1,
Ho Chi Minh City,
Vietnam Tel: +84-8-914 2636
Fax: +84-8-914 3870
Emai: bravosoft@vnn.vn
Website: www.bravo.com.vn

4. How To Conduct A Meeting:

Minute writer: assign a person who will write down all discussions in the meeting. The purpose of the meeting minute is to keep all discussed points in the meeting for follows-up.

5. Follow-Up:

• Sending out the meeting minute to all meeting participants.
• Tracking actions taken to address the issues.

6. Video:

www.youtube.com/watch?v=AtMDgnXyDC8
www.youtube.com/watch?v=J2yO_sPW_5E
www.youtube.com/watch?v=7Qj9a_sVzNE
www.youtube.com/watch?v=6I_Qbry8Czo
www.youtube.com/watch?v=pMJwT9I4E9Y
www.youtube.com/watch?v=d270iZlV-zE
www.youtube.com/watch?v=AtMDgnXyDC8