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What questions should you answer before the meeting? 1. The Meeting's Objective Too often, people call a meeting to discuss something without really considering what a good outcome would be. Do you want a decision? Do you want to generate ideas? Are you getting status reports? Are you communicating something? Are you making plans? 2. Use Time Wisely To prepare an agenda, consider the following factors: Priorities what absolutely must be covered? Results what do need to accomplish at the meeting? Participants who needs to attend the meeting for it to be successful? Sequence in what order will you cover the topics? Timing how much time will spend on each topic? Date and Time when will the meeting take place? Place where will the meeting take place? 3. Satisfying Participants that a Sensible Process Has Been Followed Once you have an agenda prepared, you need to circulate it to the participants and get their feedback and input. Running a meeting is not a dictatorial role: You have to be participative right from the start. Why do you want to hold this meeting? Who else will be there or should be there? What are we hoping to achieve in the meeting? Where is the best place to hold the meeting? What is the exact time the meeting should start? How long will it last? Is there an agenda? Who else will be there? Who will be the facilitator? What time should the meeting start? Who will be the facilitator or meeting leader? Whom do you want to take the minutes of the meeting? Who else will be there or should be there? What kind of a meeting is this going to be-information, discussion, or both? Is there a time or date I should avoid? What are we trying to accomplish? Who else is invited? What do we want to achieve? What kind of a meeting is this going to be-information, discussion, or both? What is the agenda? Who will be the facilitator or meeting leader? Whom do you want to take the minutes of the meeting? Did you try to solve these problems and issues online? Did you try to solve these problems over the phone? Who else needs to be informed before the meeting? Who will preside at the meeting? How many people are expected to attend? How many people will give a presentation or speech? Who will give a presentation or speech? How long will a person's presentation be? What is the seating arrangement? Will there be a question and answer session? Who will answer the questions? How many questions can one participant ask? Will all participants ask and get answers to their questions? What is the profile of people expected to attend? How old are the people expected to attend? What are you trying to accomplish in the meeting? Why canβt the issues be deliberated via e-mail? Can they communicate via e-mail? Why donβt they communicate via e-mail, telephone, and postal mail and than have a meeting? What is the profile of presenters or speakers? Are they ready to answer relevant questions before, during, and after the meeting? Are participants able to answer relevant questions? Are they ready to answer relevant questions before, during, and after the meeting? Do they have answers to these questions? What is good human character? What is good human behavior? Do you know about state planning and development? What do you know about state planning and development? Where is it displayed? How would you rate your English language skills on a scale of 1-10? If you rate yourself as 10, you should be able to answer all English language questions. How do you define state economy? How do you define a state budget? What is the Essential Commodities Act? What is the Essential Services Maintenance Act? What is the Fair Housing Act? What do you call the method of recording, summarizing, reporting, and analyzing quotas for food, clothing, building needs, transportation, communications, health care, education, land resources, etc., in the state? These are basic questions. There are many more. Does the meeting require any of the following? 1, Meeting coordinator 2. Meeting facilitator or presider 3. Meeting recorder 4. Meeting timekeeper 5. Specific speaker or person 6. Meeting initiator or leader. | |||||
Assigning Key Meeting Roles
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Meeting coordinator
Do you think a meeting coordinator is necessary? When is a meeting coordinator necessary? What is a meeting coordinator? What should you ask before the meeting? Who is the meeting coordinator? What should the meeting coordinator display to others? What is the e-mail, fax, telephone, or mailing address of the meeting coordinator? What is the profile of the meeting coordinator? Always communicate these details before the meeting. What other names are there for meeting coordinators? Meeting coordinators also are called event planners and meeting planners. What meeting requires a meeting coordinator? A meeting that has many participants. A meeting that has more than four participants needs at least one meeting coordinator. A meeting that has more than 10 participants needs more than one meeting coordinator. What should be the skills and knowledge of a meeting coordinator? What are the duties of a meeting coordinator? Create an agenda. Post and send out the agenda. Make room and location arrangements. Arrange other requirements. Reply to questions before the meeting by e-mail, fax, telephone, postal mail or face to face. Document details of the meeting. Arrange for printed materials and audiovisual equipment in case they are required. Determine the purpose, message, and impression to communicate. Search and select appropriate meeting sites. Select attendees and how they will get to the meeting. Select meeting dates and outline the planner needs for the meeting. Describe what space and services are required for the meeting. Determine the number and type of workers required. Meeting that needs a meeting coordinator. Meeting that does not need a meeting coordinator. What are the meetings that need and do not need a meeting coordinator?
You need to e-mail, fax, call, or send postal mail before the meeting. How do you measure the effectiveness of a meeting? The meeting goes as per the agenda. Doable actions are determined in the meeting. Why is an e-mail communication better than telephone communication or a meeting? What questions do you need answered prior to attending the meeting? Why is an e-mail communication better than telephone communication or a meeting? E-mail can be sent twenty-four hours a day, seven days a week. E-mail can transmit more details than possible over the telephone or a meeting. E-mail doesn't need planning of venue, time, duration, and others parameters, like a meeting. E-mail can transmit communication fast, resolve issues, and prevent conflict. E-mail doesn't need to ensure whether the other party will be available as in a telephone conversation or meeting. E-mail can maintain better records. E-mail can resolve issues, problems, claims in a fast, easy, and timely manner. Who may avoid e-mail use? Monopolists, incompetent people. | |||||
| Before the meeting | |||||
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I have a meeting on the aforementioned date. I would like you to be present at the meeting. I will be submitting these documents. Take a look at this. Make a copy for your records. If you have any questions, please let me know. I am Asif Qureshi. If you have questions, or don't understand something, please let me know. Regional and structural variations exist in English. Understanding English language is essential. | |||||
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Reschedule a meeting I have to schedule another appointment at 4:00 but I don't want it to overlap with yours. How long is the meeting going to be? Is the meeting going to be more than an hour? What time was the meeting again? When are you going to make that presentation? I thought it was today? Here are common statements people use when they can't attend a meeting. I have another appointment that conflicts with your meeting. I will not be able to make it. I have another meeting that I cannot miss. I won't be able to make yours. I won't be able to go to the 3:00 meeting. I have another appointment at the same time. I can't go to the meeting at 4:00. I have a doctor's appointment. Can you take notes for me? I'm going to be out of town tomorrow, so I won't be able to attend the quarterly meeting. Can you send me a mail on the topics that were discussed? Event Should you attend all meetings? What questions should you ask before attending an event? I am writing to you after I received your invitation in the mail. What is the purpose of the event? Do organizers have answers to all relevant questions before the event? Do presenters and speakers have answers to all relevant questions before the event? | |||||
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Meeting Management Situations requiring a meeting Types of Meetings Planning A Meeting Event Planning Closing a Meeting After a meeting Technology enabled Meetings Video Conferencing Troubleshooting Meetings | |||||