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..

[Audio] Having a clear understanding of the purpose of the meeting, the goal to be achieved, and the type of meeting that best fits the situation is important for both the organizer and participants. Participants should also know their roles, what information they need to prepare, and the outcome they are aiming to achieve. This way, meetings can be well organized and successful..

[Audio] Organizing a meeting for productivity and efficiency requires assigning roles to help keep the meeting on track. These roles include an organizer to plan, schedule, and review the meeting, a facilitator/moderator to keep the meeting on agenda, and a note taker to record agreements and follow up after the meeting. Depending on the meeting, other roles such as a decision maker, presenter, breakout session leader, poll/reflection facilitator, or quiz/assessment creator may be required. The right tools are also important for success, such as webinars, whiteboards, chat, and breakout rooms for digital meetings, and similar resources for local meetings. Other necessary steps include planning the meeting, inviting attendees, and preparing any necessary preparatory materials. Collaboration and follow-up are two of the most critical elements for successful meetings..

[Audio] Focusing on meeting purpose, goal and type, it is important to know which type is most suitable for the purpose and goal of the meeting. Different types of meetings, such as staff meetings, team meetings, project meetings, board meetings, committee meetings, sales meetings, training sessions, conferences, seminars, workshops, informational meetings, discussion meetings, decision-making meetings, planning meetings, training meetings, status meetings, client meetings, customer meetings and research meetings, have their own purpose, goal and format that should be determined before the meeting. This will help ensure a successful outcome..

[Audio] Having a purpose is essential when organizing a meeting. Before scheduling one, ask yourself if it is really necessary, as it may be better to have a conversation with a few colleagues instead. If you do decide to hold a meeting, make sure to have an agenda and clearly define roles for participants. Plan it so that it is efficient and does not waste anyone's time, making sure the purpose of the meeting is clear and that everyone invited will benefit from attending..

[Audio] Meetings are a fundamental part of an organization's operations, used to address different topics and issues. Informational meetings provide information about a subject; discussion meetings gather opinions and suggestions; decision-making meetings allow for decision-making; planning meetings organize a specific event or project; training meetings educate participants; status meetings report on progress; client or customer meetings are to discuss with clients and customers; and research meetings focus on research projects and data..

[Audio] Our aim is to determine the best course of action for launching a new product. We must understand the challenge we face and our desired outcome, identify those involved, decide on an effective format and structure, brainstorm product launch strategies, resolve any team member conflicts, establish project timelines and deadlines, and generate a list of potential clients. Establishing clear goals and objectives will ensure that we use our time productively..

[Audio] Define the meeting type, goal and purpose, along with the duration, and write an agenda. Determine participants, roles and tasks, and send out invitations. Book a meeting room, amenities and, if needed, a virtual meeting space. Follow up with participants to ensure they have accepted their invitations and, if required, completed any tasks before the meeting. Facilitate the discussion, manage potential conflicts and ensure the meeting stays on track. At the end of the meeting, summarize the outcome and any tasks that need to follow..

[Audio] A clear purpose, goal, and duration should be established when booking a meeting for successful outcomes. Before the meeting, be sure to include all necessary company names in the subject line and send out an agenda to ensure everyone understands the purpose of the meeting. Designate responsibility for different points or discussion areas to different participants during the meeting. To document and administer the information discussed, book an appointment directly after the meeting. Should all participants be internal, utilize the ‘schedule pull-function’ in the email client to identify an available time in everyone’s calendar. If there are many external participants, send out a form to indicate days and times they can, have the opportunity to, or are not able to attend..

[Audio] Determining the type and purpose of the meeting, inviting attendees, scheduling the meeting, sending out any surveys, preparing for the meeting, following up on participants, and summarizing the meeting are all crucial steps for the organizer of a successful meeting. For the participants, they should answer the meeting invitation, prepare for the meeting, join the meeting, participate in the meeting, schedule their tasks and assignments, and provide feedback on the meeting. Taking these actions will ensure that the meeting is productive and successful for everyone involved..

[Audio] Responding promptly to meeting invitations is important for everyone's time management. If declining, do so quickly; if accepting, indicate which times work for you. If unable to attend, offer to provide information or an update on assigned tasks. Consider suggesting resources or people that could be useful during the meeting to keep it running smoothly and allow all participants to benefit..

[Audio] Reviewing the agenda and any related information, completing any assigned tasks, and verifying the meeting address and virtual meeting link/equipment are all essential for success in a meeting. Preparation is key in order to ensure the meeting runs smoothly..

[Audio] One-to-one meetings are a common tool for facilitating more direct and personal communication between employees and managers. In the business world, meetings come in many forms, including in-person, webinars, conferences, digital, hybrid, and stand-up. Each have their own advantages, depending on the purpose and topics of discussion. For example, one-to-one meetings are typically used to discuss specific issues between two people. On the other hand, a stand-up meeting may be the right choice for a team to quickly discuss updates and progress. Choosing the right type of meeting can make a big difference in achieving the desired outcomes..

[Audio] Polls provide quick surveys to gather opinions and feedback. Breakout rooms enable focused discussion and collaboration. Whiteboards are ideal for brainstorming and visualizing ideas. Chat can be used for questions, feedback and parallel discussion. Hand raising notifies the meeting leader to have someone speak or ask a question, while screen sharing is good for presenting and showing examples of work. Collecting feedback gives everyone the opportunity to voice their ideas before a discussion. All these tools are great for successful digital meetings and can promote collaboration and interaction among participants..