Business Meeting Overview

• Day two of business meetings scheduled for today.
• Teams participating in meetings:
    - Chinatown Hot Dog
    - Steak
    - Logistic Chicken

Oral Presentation Project

• Format: Individual oral presentations.
• Duration: Each presentation must be four minutes long.
• Topics:
    - Students can choose any topic that is classroom appropriate.
    - Does not need to relate to class content, major, or business.
    - Previous topics varied widely, allowing multiple students to choose the same topic if desired.
  

Presentation Schedule

• Presentation Days:
    - Thursday, April 30
    - Tuesday, May 1
    - Color-coded slips of paper to determine presentation days (orange for April 30, purple for May 1).
    - Students to write their names on the slips of paper before returning them to finalize the schedule.
  

Adjustments to Presentation Day

• Students may switch presentation days with another student, requiring a one-on-one exchange.
• Preliminary schedule will be posted after slips are collected.

Review of Last Class

• Emphasis on effective meeting planning to achieve a clear purpose.
• Formats of Meetings:
    - Discussed advantages and disadvantages of various meeting formats.

Meeting Planning Steps

1. Identify the Purpose: Clearly state the meeting's objective(s).
2. Determine Attendees: Choose those necessary for sharing or receiving information.
3. Build the Agenda:
      - The agenda should include:
         - Title of the meeting or organization.
         - Purpose(s) of the meeting clearly stated.
         - Date, time, and location of meeting (including virtual meeting links).
         - List of topics for discussion and any decisions needed.
         - Allow attendees time to prepare by distributing the agenda at least a week in advance.

Example Agenda Components

• Title: Name of the organization.
• Purpose Statement: Clear objectives of the meeting.
• Date and Time: Specific details about when the meeting will occur.
• Location: Physical (classroom) or virtual location (include links).
• Discussion Topics: Clearly listed.

Facilitating a Meeting

• Meetings should be interactive and encourage all participants.
• Preparatory Steps for the Facilitator:
    - Arrive early to welcome attendees.
    - Ensure timely starts and encourage introductions among participants.

Engagement Techniques

• Build opportunities for attendees to share their thoughts.
• Encourage feedback and questions after each topic.
• Incorporate group activities to stimulate engagement.
• Gently prompt quieter attendees for their opinions to foster inclusivity.

Time Management in Meetings

• Keep discussions focused on agenda items.
• Record time to maintain schedule, allowing flexibility when productive discussions arise.
• End meetings close to the scheduled end time, allowing early adjournment if all agenda items are covered.

Meeting Citizenship Behaviors

• Provide input on agenda items when possible.
• Arrive prepared with necessary materials and insights.
• Communicate opinions and share ideas actively.
• Speak up during discussions and volunteer relevant information.
• Strive to enhance meeting productivity through participation.

Nonverbal Communication in Meetings

• Be mindful of nonverbal cues such as body language and gestures.
• Maintain a confident and energetic demeanor when presenting.
• Look attentive and engaged as an audience member (nodding, maintaining eye contact).
• Dress appropriately based on meeting context.

Listening Skills

• Develop emotional intelligence through active listening.
    - Empathy: Understanding and sharing others’ feelings.
    - Sympathy: Offering comfort.
    - Compassion: Demonstrating genuine concern.
• Results from effective listening:
    - Enhanced problem-solving capabilities.
    - Improved interpersonal trust.

Post-Meeting Procedures

• Follow-up email can be sufficient for informal meetings.
• Formal meetings require detailed minutes summarizing discussion and decisions made rather than personal opinions expressed.
    - Minutes should include:
       - Title (e.g., Development Committee Minutes).
       - Date and time of meeting.
       - Attendance list.
       - Summary of key discussions and decisions.
• Deadline for Submission: Meeting minutes due Monday, April 27, by 11:59 PM on Canvas.

Example Format for Meeting Minutes

1. Title of Group
2. Date/Time of Meeting
3. Attendees List
4. Discussion Points:
      - Item 1:
        - Summary of discussion and decisions made.
      - Item 2:
        - Further details as needed.

Concluding the Class

• Clarifications on meeting roles and expectations discussed among students.
• Emphasis on the importance of communication, collaboration, and the planning process for successful meetings.