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Preparing for a Business Meeting

This assignment supports the following lesson objectives:

List the key steps needed to ensure productive team meetings.
Identify the major technologies used to enhance or replace in-person meetings

Assignment Overview

This practice exercise explores how to create an agenda for a business meeting and the importance of doing this.

Deliverables

1-page paper (12-point font) including the meeting agenda and a paragraph on how an agenda and other items can ensure that the meeting is successful.

Activity Details

Perform the following tasks: Practice Your Skills Message for Analysis: Planning Meetings p.59 in the Textbook.

Step 1: Develop a meeting agenda.
A project leader has made notes about covering the following items at the quarterly budget meeting. Use a word processor (like MS Word) to develop an agenda by putting these items into a logical order and rewriting, where necessary, to give phrases a more consistent sound:

Budget Committee Meeting to be held on December 12, 2012, at 9:30 a.m.
I will call the meeting to order.
Real estate directorâ€™s report: A closer look at cost overruns on Greentree site.
The group will review and approve the minutes from last quarterâ€™s meeting.
I will ask the finance director to report on actual versus projected quarterly revenues and expenses.
I will distribute copies of the overall divisional budget and announce the date of the next budget meeting.
Discussion: How can we do a better job of anticipating and preventing cost overruns?
Meeting will take place in Conference Room 3, with WebEx active for remote employees.
What additional budget issues must be considered during this quarter?

Step 2: Summarize how the agenda and other tools can ensure a meeting is successful.

Continuing in the same document you created in Step 1 above, write a paragraph summarizing how the agenda and other tools can help ensure that your meeting is a success.

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