Office Procedures and management, communications, and employability skills, Part 6

Question 1: Describe how a business meeting can be designed for particular priorities and outcomes.

Answer 1: When a business meeting is being planned, the priorities and desired outcomes of the meeting must be taken into consideration. Establishing the priorities of a meeting simply means establishing why the meeting is being called in the first place. A list should be made and ordered by importance; if resolving the prioritized issues is not worth the time spent in the meeting, perhaps it is best to wait. After determining why a meeting is to be held, the desired outcomes of the meeting should be enumerated. Some meetings will aim at making a decision, while others may be held just for the purpose of continuing a discussion. Meetings may be held to describe a new point of company policy, or to listen to a guest speaker.

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Question 2: Discuss the sequence and timing of business meetings.

Answer 2: When the agenda for a business meeting is being planned, the most important items should always be placed first. Anything that absolutely must be covered in the meeting should be among the first things discussed. Many business managers try to avoid putting several controversial items in row when planning a business meeting; they seek to defuse conflicts between attendees. In a similar fashion, the meeting planner should determine how long the meeting will need to be, and about how much time should be devoted to each particular item. Long meetings need to be furnished with a break so that participants can maintain their attention. Many business managers have discovered that “working lunches” tend to add too much time to meetings and make it hard for participants to stay focused.

Question 3: Discuss the importance of date, time, and venue for business meetings.

Answer 3: When planning a business meeting, one should try to select the date, time, and venue that are most congenial to the participants and appropriate to the task of the meeting. A meeting’s date should cause as little disruption for the participants as possible. This is especially important to consider when calling people from different departments of a business, because these people may be operating on different schedules. Many meeting planners have decided that long meetings should be held either at the beginning or the end of the work day, so that travel time can be minimized. Finally, it is essential that the venue for a meeting have ample seating, whatever technological aids will be required, and access to refreshments, and that it be a reasonable distance from the workspace of all required participants.

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