15. Meetings Flashcards
What roles are assigned in business meetings?
Facilitator note-taker and timekeeper
List strategies to run effective business meetings.
Start on time and end on time have a clear agenda keep it short engage all participants use visuals prevent meeting hijackers time management document decisions/next steps ask for feedback end with clear action items.
What is the purpose of training workshops?
Learning sessions for employees or clients
What is the purpose of team check-ins/status update meetings?
Track progress on projects or tasks
What is a Minutes of Meeting (MoM)?
A formal record of the discussions decisions and action points from a business meeting.
What is a business meeting?
Gathering of professionals to discuss operations changes or successes.
What is the purpose of problem-solving meetings?
Finding solutions to specific challenges
List three types of tools useful for effective business meetings.
Video Conferencing Collaboration Time Management
Provide an example of a tool for scheduling meetings.
Calendly Doodle
What is the purpose of decision-making meetings?
Important decisions involving key stakeholders
What should you do if a demo or presentation fails during a client meeting?
Have a backup strategy or contingency plan ready to maintain the flow and demonstrate preparedness.
What is one way to avoid unnecessary meetings?
Avoid scheduling meetings if a simple email would suffice.
What are the steps in preparing for a business meeting?
Define purpose/objectives set the agenda select participants send invitations/materials choose the right tools/platform prepare data/visuals clarify roles.
Why is it important to test technology beforehand for virtual meetings?
To ensure your microphone camera and internet connection are working properly to avoid disruptions.
What is the recommended duration for virtual meetings and why?
30-45 minutes to combat virtual fatigue and maintain engagement.
List common types of business meetings.
Decision-Making Problem-Solving Strategy Planning Team Check-ins/Status Updates Training Workshops Sales/Client Meetings Brainstorming Sessions One-on-Ones.
What is the purpose of strategy planning meetings?
Setting long-term and short-term goals
What is the purpose of brainstorming sessions?
Generate new ideas or approaches
Why are the strategies important for running effective business meetings?
Respect schedules prevent side discussions maintain focus clarify complex concepts refocus attention track time use meeting minutes obtain feedback ensure accountability.
Why should you request feedback after meetings?
To gauge the effectiveness of the meeting and identify areas for improvement in future sessions.
What are the key elements of a Minutes of Meeting (MoM)?
Meeting details attendees facilitator agenda discussion points decisions made action items next meeting date and prepared by information.
What are the steps to take after the meeting to finalize and distribute the Minutes of Meeting?
Clean up the notes structure the MoM and distribute the MoM to participants and stakeholders.
What is the purpose of including ‘Next Steps & Responsibilities’ in a meeting agenda?
To ensure clear understanding and accountability for post-meeting actions.
What should you do before the meeting to prepare for writing the Minutes of Meeting?
Use a template review the agenda and know the participants.
What is the purpose of sales/client meetings?
Understand needs present products or discuss proposals
Why is it crucial to research a client before a meeting?
To understand their business industry pain points and goals allowing you to personalize the agenda and pitch effectively.
How can you foster psychological safety in meetings?
Encourage everyone to speak freely especially in brainstorming or feedback meetings.
What are the key things to do during the meeting to capture information for the Minutes of Meeting?
Use a note-taking tool capture key points (not everything) mark who said what and highlight action items.
What is the purpose of one-on-one meetings?
Individual discussions between a manager and employee for feedback or coaching
Give an example of gamification that can be used in meetings.
Interactive games quizzes or icebreakers.
What is the importance of sending meeting minutes after a meeting?
To summarize key points decisions and action items ensuring everyone is on the same page.
Why should participants mute themselves when not speaking in virtual meetings?
To avoid background noise and distractions for other participants.
What are key components of a good meeting culture?
Respect time set clear agendas and avoid last-minute scheduling.
What is the purpose of a Minutes of Meeting (MoM)?
Record key decisions track action items ensure accountability and serve as a reference document.
