PowerPoint-presentation

[Audio] Good morning everyone. Today I'm going to talk about the importance of meetings and how they can help teams and organizations collaborate and make decisions. So let's get started.

SUSIG Skrivunderlägg, kork, 45x65 cm. Meetings Overview.

[Virtual Presenter] Effective meetings require planning and preparation for successful outcomes. Identifying the meeting roles of a facilitator and note-taker, and selecting the right tools such as digital, webinar, hybrid, or local meetings are essential. Utilizing features such as a whiteboard or breakout space can add to the collaborative atmosphere of the meeting. By putting in the effort to plan and prepare, you can guarantee the meeting's purpose and goals are met..

[Audio] When it comes to meetings, there are several different types of meetings and each fulfills a specific purpose. Staff meetings, team meetings, project meetings, board meetings, committee meetings, sales meetings, training sessions, conferences, seminars and workshops all have distinct objectives. Informational meetings, discussions and decision-making meetings facilitate different outcomes. Additionally, planning meetings, training meetings, status meetings, client meetings, customer meetings and research meetings ensure that each specific purpose is achieved..

[Audio] Having a clear purpose for the meeting is essential for ensuring the efficient and effective use of everyone's time. Before deciding to have a meeting, consider if it is truly necessary. If the answer is yes, plan and prepare carefully, keep it brief, and make sure everyone is clear on what is expected. Following these steps will maximize meeting efficiency..

[Audio] Three main types of meetings exist: informational meetings, discussion meetings, and decision-making meetings. Informational meetings are to provide participants with information about a certain topic or event, while discussion meetings are for discussing a particular topic or problem, and decision-making meetings are for making decisions about a certain topic or situation. There are also other types of meetings, such as planning meetings, training meetings, status meetings, client or customer meetings, and research meetings. Planning meetings are used for planning and organizing an event, project, or activity, while training meetings are for educating participants about a certain topic or skill. All these meeting types – informational, discussion, decision-making, planning, training, status, client or customer, and research – can be held for a specific purpose..

[Audio] Our goal is to discuss potential clients for our business and identify suitable clients who could benefit from our products and services, as well as generate a list of potential customers. To reach this goal, we need to discuss what type of clients we would like to target, the characteristics they should have, and their current needs. Additionally, we need to consider our own business strategy and what type of clients fit best with our offerings. Through this process, we can identify potential customers who could be an ideal fit for our business..

[Audio] Define the type of meeting, its goal and purpose, and the duration it should last. Create an agenda to outline what will be discussed. Determine the participants, their roles, and the tasks they need to complete. Book the meeting and the room to be used. Prepare for the meeting by following up on the participants to make sure that they are aware of the meeting and their tasks. Facilitate discussion and handle any conflict that may arise. Upon completion of the meeting, summarize the results and follow up on any tasks assigned. Planning ahead for a successful meeting requires taking these steps..

[Audio] Determine the meeting type, inform the participants about the goal, duration, and if applicable, the companies or groups that will be represented. Prior to the meeting, send out an agenda to ensure everyone knows their responsibilities and have time to prepare for the discussion points..

[Audio] Participants should come prepared with information and ideas to contribute to the meeting. The purpose is to discuss topics important to the clients or customers. Before the meeting, invitations should be sent out, a survey to gather data can be done and meeting details should be organized. During the meeting, participants should stay focused and actively participate. At the conclusion, tasks can be assigned to each participant and the meeting should be summarized with a short overview of what was discussed and what actions need to be taken..

[Audio] Responding quickly to meeting invitations is essential for a successful meeting. If presented with multiple potential meeting times, responding promptly will help maintain a timely schedule. If you are unable to attend the meeting, suggest alternative times that work for you. This will ensure everyone's calendars are managed well and the meeting can be promptly scheduled..

[Audio] Review the agenda for the meeting to understand the objectives. Look at notes from previous meetings to ensure you're up-to-date on content discussed. Confirm completion of any task assigned. Know how to access the meeting room, physically or digitally. If digital meeting, test equipment and check link to ensure no issues arise before start. Taking these steps will help ensure proper preparation for the meeting..

[Audio] Groups typically require less time for discussion and decision-making than a general meeting..

[Audio] Digital meetings provide a powerful suite of features to help facilitate collaboration and interaction. Polls, breakout rooms, whiteboards, chat, hand raising, screen sharing, and collection of feedback are all ways of discussing, brainstorming, and presenting ideas in an engaging, interactive manner. Utilizing these tools can make digital meetings an effective tool for engaging with clients and customers, and ensure everyone has an efficient and productive experience..

[Audio] Our gathering requires careful reflection to ensure it is necessary and people invited are experts for the necessary topics. We should also create and share an agenda including key topics, expected outcomes and timeline. During the meeting, we should start and end on time, encouraging equal participation from everyone and avoiding off-topic issues. We should then summarise the meeting outcomes and next steps and seek feedback on the meeting's format, content and effectiveness. Doing this will help ensure future meetings are successful..

[Audio] We believe in empowering our employees with the opportunity to take ownership of their roles and career paths. As part of our internal business strategy, we have established best practices for conducting meetings. These best practices help ensure that employees are engaged and productive during the meeting, that any decisions made are fair and logical, and that everyone involved fully understands the key topics at hand. The result of implementing these best practices is increased efficiency and improved outcomes for our company. Thank you for watching..