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Instructions
• Total 5 pages A4
ASSIGNMANT No 1 • First page – mind map of Report
REPORT WRITING • Four pages of report based on mind map
• First para – Introduction
MY LAST SIX MONTHS AT EMPI • Last para – Conclusion
• Date of Submission – 27 Jan 17

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Mind map page Sub para

Sub para
Blah…$έψΩ Blah..@Љбф
Blah..!!棵!!!
Sub para heading
heading
heading

Para
Para
Introduction Heading
Heading

My Last Six Months at

EMPI
Para Para
Heading Heading

Para
Para
Heading Conclusion
Heading Blah..??ЖЊЂ
Sub para
heading
Sub para MANAGING MEETINGS
heading
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Findings of Wharton Centre for

Remember
Applied Research
• Time is a resource which cannot be recreated
• CEO spends on an average 17 hours each week
• In the meeting you not only use your time, but
in meetings
also utilises others time
• Senior Executives spend 23 hours
• Hence plan and execute meetings effectively
• Middle managers speak 11 hours and use the time wisely
• Only 56% meetings are productive • Meeting is a communication tool of last
• 25% can be replaced by other means resort, when you cannot accomplish your
• Well planned and effective conduct of meeting goals or objectives through other alternative
can reduce the time from 17 to 10 hours methods
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WHY LEARN MEETINGS

MANAGEMENT? WHY MEET?

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Why Meet?
• To inform
• To motivate
• To educate
• To initiate TYPES OF MEETINGS
• To recreate
• To network
• To reward

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Types of Meetings Key Differences

Decision making
Elements Information meetings
• Information Meetings meetings
Small size, preferably
– The leader/ Manager/ Head of the department No of attendees Any number
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wish to disseminate information to a group of Who should Those responsible
Those who need to know
people attend and can contribute
Communication One way from leader to participants
• Decision – Making meetings process with opportunities for clarifications
Interactive discussion

– A group or a team collectively wish to discuss and Meeting room set

May be class room type Conference style
up
solve the problems or issues in hand and take a
Style of
decision leadership
Authoritative Participative

Emphasis should Interaction and

Content
be on problem solving
Meeting climate that
Planning and preparation of
Key to success supports open, free
information to be presented
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What is a Business Meeting? When should you call a meeting

• A Business Meeting is a gathering in which a • Talk about goals
purposeful exchange or transaction occurs • Listen to reports
among two or more people with a common • Train people
interest, purpose or problem. • Explain plan and programmes
• A business meeting can help to solve problems, • Tell people of tasks, how to do etc
build consensus, provide training, gather • Build morale
opinion and move an organisation forward. • Reach a consensus
• Discover/solve problems
• Gather opinions
• Keep things moving
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When should you “not” call a meeting

• Key person is not available
• Participants do not have time to prepare
• Personality conflicts which may provoke
conflict rather than discussion PLANNING A MEETING
• Plans of higher management might make a
meeting a waste
• Issues have already been resolved by higher
ups in the organisation

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Planning a meeting & process The Objective

• Three basic issues Must be looked in to: • Purpose in getting together
– The Objective • Consider what you will achieve face-to-face
– The Agenda • What is the perfect outcome of meeting?
– The participants
• What is your minimum acceptable outcome?
• Can you reasonably expect this group to
produce your outcome in the time allotted?

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The Agenda
• An agenda is an outline of things to be discussed
or a list of matters to be taken up at the meeting,
along with a time frame for each item
• Create an effective agenda. Ask three questions
for that:
– To achieve our objectives
• What do we to do in this meeting?
• What conversations will be important to the people who
attend?
• What information will we need to begin?
• Prioritise items in terms of importance
• Assign realistic time to each item
ASSIGNEMNT
MAKING AN AGENDA FOR MEETING
You are working as Management Trainee (Marketing)
with a major MNC Chocolate Company. The Vice-
President of Marketing Mr Pyarelal is also the
Chairman of Sports and Social Club of your company.
He gave you the following instructions to you:
Cincinnati Chocolates (India) Ltd Sports and Social Club
Meeting Agenda – 21 Jan 2016
A meeting of the Sports and Social club will be held in the Club
conference room on Thursday, 21 Jan 2016. The Agenda is as
under:
Item I: Apologies for Absence
Item II: Minutes of the Last Meeting
Circulated on 28 Feb 2008 and
No observation so far received
Item III: Chairman’s Opening Remarks
Item IV: Report on Inter Plant Foot Ball Matches 4:20 to 4:40
To be presented by Mr John Mathew,
Plant Head, Gurgaon, on the matches
so far held and the future plans
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ASSIGNMENT
PREPARATION OF AGENDA
&
DISCUSSION
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I need to arrange a meeting of the Sports and social club, next
Thursday. The meeting may be conducted at the club
conference room in Gurgaon Plant. Circulate the last meeting
minutes before, so that it can be included in the agenda. John
Mathew, the Plant Head of Gurgaon plant should present the
report on 3 foot ball matches held so far and also the future
schedule. Rameshwar, the Maintenance Head of the Plant was
mentioning about the introduction of Keep-Fit classes for staff,
he should give details of the same in the meeting. In addition
we have to discuss about the purchase of Tennis Equipment for
April Tournament and Annual Dinner and Dance to be organized
in May. Both topics to be dealt by Ramnath, the Finance
manager and RS Bhullar the Administrative Manager
respectively
Prepare a draft Agenda for the meeting and put up to me by
tomorrow.
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Item V: New Keep-Fit Classes 4:40 to 5:00
Mr Rameshwar Prasad, the Maintenance
Head, Gurgaon Plant, will present on the
implementation plan on Keep Fit classes for Staff
Item VI: Purchase of Tennis Equipment 5:00 to 5:15
Time (pm)
Mr Ramnath, the Finance Manager,
4:00 to 4:05
to report on purchase of new tennis
equipment for forthcoming Tournament
4:05 to 4:10
Item VII: Annual Dinner & Dance 5:15 to 5:40
Mr R S Bhullar to initiate discussion
on date, venue, ideas for programme
4:10 to 4:20
Item VIII: Any Other Business (AOB) Issues 5:40 to 6:00
Item IX: Date of Next Meeting
Suggested date – 15 Mar 2016
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The Participants
• People directly related to the goals
• Do not fail to invite key decision makers or influencers
• Do not include people just to fill up chairs
• Think carefully about inviting people who
PARTICIPANTS – Have valuable information or good ideas
– Can approve the results
– Are indispensable to the success of the decision
– Will have to carryout or implement what’s been decided
– Can act as an advocate on behalf of the group’s ideas at a
higher level
– Represent divergent views or traditionally excluded view
points
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Arrange for Meeting Time, Date & Place

• Plan convenient date and time for everyone
• Accommodate everyone’s schedule
• Bad idea to convene meeting outside office hours,
HOW TO such occasions should be reserved for real
emergencies
PREPARE FOR “People who schedule meetings for evenings and weekends
are merely advertising the embarrassing fact; that they have
SUCESSFUL MEETING no life- they are expecting others to give up theirs. That kind
of a person should not be allowed to run anything, much less
part of a modern corporation, because they lack the basic
humanity to do a good job”
- “Harvard Management Communication Letter”
• Select Location befitting the Objective, Agenda
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Coordinate Details at the Meeting Site Meeting room check list

• Pay attention to • Is the room large enough to accommodate people
– Size of the room, quality and comfort levels of seating, and for audio-visual aids?
table, projection equipment, lighting, temp controls, • Are there adequate lighting and ventilation and can
refreshments, pencils, pads, parking etc they be controlled?
– Travel requirements, location, cost • Is the room free from distraction and interruptions
– Meeting all those responsible for supporting and carrying such as telephones, loud noises or other activities?
out plans
Announce the Agenda & Assign Roles • Is the room appropriately furnished? Are the chairs
comfortable enough for length of the meeting?
• Well run meeting will involve at least four important roles
• Is the room conveniently located for the
• Facilitator
participants?
• Recorder
• Is the cost of the room with in the budget?
• Leader
• Participants • Is the room available at the time you need it?
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Sample room arrangement Sample room arrangement

Projector Easel with Projector Easel with
Screen Flip chart Screen Flip chart

Projector Projector

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Sample room arrangement Worksheet for planning a meeting

• Objective: What key results do you want to achieve?
Projector Easel with
Screen Flip chart • Timing: When and How long?
Projector Lectern • Participants: Who? Include those with authority to
decide, those whose commitment needed and those
who need to know
• Agenda: What items? Who will help in developing
agenda? Responsible to prepare and distribute
agenda
• Physical arrangements: Meeting room and facilities
• Role assignments: Facilitator, Time keeper, secretary
• Evaluation: Evaluate to improve next session
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Conduct Control or Collaboration? How to keep Meeting on track?

• Control • Three Common threats to meeting
– Conduct the meeting yourself to signal, ‘I am in charge’ – Topic Drift
– Stand while others are sitting o signal, ‘I have the floor’ • Chair should call the group back to topic
– Sit at the head of the table to signal, ‘I am in charge’ – Breaking Time Agreements
• Mindset meetings are work
• Collaborative
• Chair should ensure participants adhere to timings
– Ask the team member or facilitator to conduct the
– Subgroup Focus
meeting to signal, ‘Let’s share leadership’
• Chair to direct the subgroup to rejoin main discussion
– Sit while others are sitting to signal, ‘I am with you’
– Sit on one side of the table instead of at the head, to
signal, ‘I am with you’

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Cincinnati Chocolates (India) Ltd

HOW TO Sports and Social Club
Minutes of a Meeting of the Sports & Social Club
RECORD THE held in Conference Suite A on Thursday 21 Jan 2016
at 1600 hours
PROCEEDINGS OF A Present: Mr Pyrelal (Chairman)
MEETING Mr John Mathew
Mr Rameshwar
OR Mr Ramnath
Mr R S Bhullar
MINUTES OF THE MEETING Mr Rakesh
Ms Anita

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03 Mar 2016

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How to make Meeting Productive

• Before
– Call meeting only if it is essential
– Objective, Agenda, Participants
HOW TO – Set time for each item of the agenda
MAKE MEETING – Inform well in time
– Take in to consideration of participants schedule
PRODUCTIVE • During
– Coordinate details at meeting site
– Control of conduct
– Start and end on time
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How to make Meeting Productive

Thank You
• After
– Capture action points and Record Minutes for
– Issue Minutes Your patient listening
– Track progress and follow up

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