Coordinating a Business Meeting

1. Coordinating a BusinessMeeting Suzanne Stear BTST 542 November 14, 2012

2. Objectives • Effective coordinating • Creating an agenda • Inviting guest speakers – (role playing) • Informing attendees • Publisher calendar • Elements • Time Frames

3. Unorganized and Ineffective Who? What? Where? When? Why? How?

4. Effective Coordinating What is coordinating? • To organize something complex • Numerous people are involved • Bring their contributions together • Form a coherent or efficient whole

5. Agenda Handout – Example and non-example • Appropriate communication - 5 main elements • Professional appearance • Revisions

6. Inviting Guest Speakers • Internal guest speakers - email or phone • Handout – email example • External guest speakers – phone • Role playing examples – Unprofessional vs. Professional I V F N – Inform, Verify, Forward Agenda, Notify

7. Informing Attendees • Email to attendees – • Handout – email example • Video - YouTube – Coordinating a Business Meeting • Distribution list saves time • To inform if not attending • Track – send materials I V N – Inform, Verify, Notify

8. Publisher • Incorporate 3 coordinating elements into calendar • Develop time frames for each element • Assessment • Quiz – handout – turn in 11/28/12 • Email Publisher calendar assignment – s.a.stear@iup.edu

9. Publisher Assignment • Calendar Elements: • October thru December 2012 – for 12/4/12 meeting • List Agenda, Inviting Guest Speakers, and Inviting attendees • Time Frames: • 10/5/12 - Inviting external guest speaker Mr. Smith by phone • 11/1/12 - Begin creating agenda • 11/1/12 – Invite attendees via email to verify by 11/15/12 • 11/15/12 - Confirm with Mr. Smith email, forward agenda to him • 11/16/12 – Track verifications of attendees (attending/not attending) • 12/5/12 – Send out non-attendees information (agenda and handouts)

10. Conclusion • Effective coordinating skills • Trial and error • Share skills learned Quality is never an accident. By, John Ruskin