Page 122 - DENG401_Advance Communication Skills

Unit 5: Improving Informal Communication

Notes
Participating in meetings do’s and don’ts

Caselet Take charge of your meetings

If you are organizing and leading a meeting, you should focus on making sure the meeting
is productive for everyone. Following are a few suggestions for conducting a professional
meeting: Start on time: Start the meeting at the announced time, even if some participants
are running late. Don’t reinforce the idea that it’s acceptable to be late. Follow the agenda:
Distribute an agenda ahead of time, and then stick to it throughout the meeting. Keep
yourself and others on track by politely steering them back to the topics listed on the
agenda. Encourage full participation: As the meeting leader, your job is to fulfill the
objectives of the meeting—solve a problem, communicate progress, or make a decision,
for example. Focus on group dynamic—who is contributing and who is silent, for
example—and encourage everyone to participate by asking questions and acknowledging
contributions. End on time: Ending the meeting on time is just as important as starting on
time. Be sure all participants know what they are expected to do after the meeting. Distribute
notes and tasks as necessary to make sure the expectations are clear.

Task This Independent Challenge requires an Internet connection. You are preparing for
a job search and want to enhance your skills so they are as appealing as possible to a
potential employer. Many career coaches identify the ability to plan and conduct effective
meetings as an essential job skill, one that often leads to promotions. As with other
professional skills, you can develop your meeting skills through observation, study, and
practice.
1. Using your favorite search engine, search for tips on planning and conducting
meetings.
2. If possible, attend meetings and observe how others conduct them.
Contd...

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