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Effective Business Meeting Coordination: Skills, Techniques, and Agenda Management

This resource provides a comprehensive guide to coordinating a successful business meeting. Key concepts include effective organization, creating a structured agenda, and inviting guest speakers, both internal and external. Emphasizing the importance of clear communication and professional presentation, it presents practical examples and strategies such as the IVFN method (Inform, Verify, Forward, Notify) for keeping attendees informed and engaged. With detailed timelines and actionable steps, this guide aims to enhance your meeting coordination skills and ensure a coherent and impactful gathering.

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Effective Business Meeting Coordination: Skills, Techniques, and Agenda Management

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  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

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