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Along with the advancements we have made in tech, believe it or not, come some responsibilities. After a recent incident in which a friend set a meeting, then the day before the meeting rescheduled it (so far, so good), only to actually cancel the meeting 30 minutes before the time and date with no more than a calendar event change.
Now, yes, when he canceled the event in the calendar, I got an email, but by then, I was half out the door and didn’t really pay attention to the change, thinking it is common knowledge that if he needs to cancel now, at the last second, he would know to pick up the phone.
Then a friend posted this update on Facebook today, and it occurred to me, this kind of post may be in order. Oh, and as I was writing this post, I did what I often do and asked for feedback from my Twitter followers. I hate to be the annoying guy who forces you to send me an official invite but honestly, send the invite or please be prepared for the person you are meeting to forget about the meeting. I admit, this one is up for debate, but I always email the person the morning of the meeting, especially if we set the meeting more than a few weeks prior, to confirm that we are indeed on for that day. The November meeting of the Westchester Village Board of Directors will be held on November 19th, at 7:30PM. Whether you need an executive board meeting agenda or a PTA committee meeting agenda, Vertex42's meeting agenda templates can help you get started. The Vertex42 meeting agenda templates below can be downloaded for free, but you will be subject to the license agreement below. Whether you need a board meeting agenda, team meeting agenda or a sales meeting agenda, this template will help your meeting stay focused and on track. This standard committee meeting template is perfect for a wide range of committee style meetings including PTA meetings, Neighborhood meetings and Club meetings.
Tip: Take notes on your copy of the agenda during the meeting to help you generate coherent meeting minutes. The Microsoft Office® template gallery has a large collection of meeting agenda templates that can be downloaded for free. Conference Meeting Agenda - This template is ready to help you with a day-long conference meeting. Board Meeting Agenda Template - This formal agenda template might be used for Board Meetings.
PTA Committee Meeting Agenda Template - Use this sample committee meeting agenda as a guide for running your local PTA meetings. Conference Agenda with Tracks - For larger conferences spanning multiple days and having multiple tracks. If you like our free meeting agenda template, you are welcome to mention it on your blog, in a newsletter, on your website, etc. Meeting agenda is the set of outlines of all points to be discussed in a meeting going to be organized. Agenda Template Agenda is a document that lists out the activities of a business meeting in detail.
Meeting Minutes Template Meeting minutes template can help you a lot to note down meeting meetings effectively when attending an important business meeting. Task List Templates Utilize this task list template given below the content and keep track of all things to be done by you in a particular period of time.
I’m a huge advocate of social media and how it helps bridge new relationships and strengthen existing ones, but I think it’s bad practice to rely on it as a sole means of communicating with others. One study at UCLA indicated that up to 93 percent of communication effectiveness is determined through nonverbal cues. Some social mediums such as video and podcasts are attempting to break down these communications walls.
There have also been numerous studies on the value of face-to-face meetings for fostering strong business relationships.
As Mary Beth McEuen, VP-executive director of the Maritz Institute, a network of thought leaders and one of the authors of the study, explained on BtoB, “If you’re sitting in a virtual environment, you filter things out. So, what does all this have to do with developing a social media strategy for your business or client?
For example, Facebook has told us that photos and videos are the most important types of content because they encourage the most engagement. Another idea is to create what we at Francis Moran and Associates like to call “web 2.0” business cards that list your social media profiles and pages. If you’re particularly technologically savvy, you might even consider trying one of the new mobile applications that allow people to exchange information between mobile devices.
The saying goes that there are three requirements to make up an effective Committee – the right task, the right people and the right process.  The tasks much be clearly defined, the people have to be engaged and have the ability to complete the tasks given to them and finally the correct processes must be in place to ensure the tasks are completed efficiently. Committee meetings tend to be long drawn out affairs and can go on all day so the attendees need to be comfortable. The Committee chair will normally finalise the meeting’s agenda but you can certainly help by drafting the initial version. Look through the previous set of minutes and add items to the agenda that have been carried over to this meeting.


Planning meetings well in advance will help the members of the Committee attend on a regular basis (or at least they will have less of an excuse to send apologies). If you do write the minutes at Committee meetings refer back to my previous blog for handy hints and tips. Ensure the minutes are sent out to the Committee members as soon as possible and make them aware of any action points they have to complete and the date of the next meeting. I just want you to know that I have just discovered Practically Perfect PA and signed up immediately !
There a couple of ways you can run your meetings more effectively, here are a couple of tips.
Make sure you know your team, some people will be extroverted some introverted, some a bit of both.
There are so many ways to make meetings better, I could write an entire book if I had the time! Haris QureshiPassionate about business and startups, Haris has pursued this passion and begun working at Maestrano as their Business Development Manager. Yes, we are all more accessible thanks to the mobile phone and the social Web but that does not mean you should be calling me in the middle of the day to pitch me about your startup, does it?
That aside, if you have to cancel and your house is not on fire, then kindly do it enough time in advance so the person can plan their day and possibly week accordingly.
In this email, I usually ask if there is parking, assuming we are meeting at that person’s office. The thing is, there are not many things more frustrating than misunderstandings when it comes to meetings.
Simply choose between the table or outline style template, fill in the critical information and distribute prior to your meeting so that everyone is prepared for your vital business discussions. Meeting agenda is actually a meeting plan that words out how the meeting will go, who will be the participants of business meeting, when and where will the business meeting be organized, what special preparations should be made by the participants to make this meeting result oriented etc. One of the first lessons I learned from the veteran journalists who were my mentors was the importance of meeting my sources face-to-face. Another study (explained in the same article) said that the effectiveness of a performance was determined seven percent by words used, 38 percent by voice quality, and 55 percent by nonverbal communication. However, the vast majority of the conversations about those pieces of content are conducted through written comments.
It has been a long-standing best practice among networking business people to sit down for coffee with as many relevant people as possible each week and go to events and other meetups.
In-person events, for example, have proven to be helpful in capturing attention, inspiring positive emotions and building networks and relationships, as meeting face-to-face helps us remember each other and real-life events are usually longer social engagements than virtual ones. In a global survey of 2,211 Harvard Business Review subscribers, 95 percent of respondents viewed in-person meetings as a key to success in building long-term relationships. My point is that, while a social media strategy should focus primarily on the online world, it should give some consideration to the potential opportunities that can come from marrying online and offline worlds. Why not make it a part of your social media strategy to attend and host real-life events where you can meet important people and take advantage of all the benefits that come from face-to-face communications. When you go to an event or meeting, hand out your social business card to people you have met in person to further develop those relationships online.
Bump, for example, is an application for iOS and Android that lets users exchange their details between devices by simply “bumping” them together. It provided quite popular so I thought I’d write a little something on working with Committees in general. In most cases assistants will not be in a position to influence the tasks given to a Committee or the members that make up the group but they will have a huge influence over the process. If they are squeezed in to a room with uncomfortable chairs and no natural daylight they are probably not going to be as productive as they would be if they have plenty of space, are comfortable and can move around freely.
Also if there have been any relevant work or news within the company that needs to be discussed by this Committee and is part of their overall objective this should be added to the agenda. The meetings should be scheduled and in their calendars ideally for the entire year and resources required for the meeting such as conference calling details or presentation material should all be arranged in advance of the meeting date. It can be difficult to actively engage in the meeting if you are writing the minutes but at the same time if any questions arise regarding the organisation of the meeting do give your opinion.
Keep in touch with the Committee members during the interval between meetings, especially if they do not work directly with you.
Haris loves writing about business trends and how to best use the cloud to improve business. Now, this guy I speak of, is a friend, a friend who reads my writing, so chances are he will see this and I am ok with that. So if you depend on your calendar for your day to day schedule and you are the type of person who sets a lot of meetings, please make sure to follow these very basic rules, that nine out of ten people will dismiss on the grounds that it is common sense. And please, if you cancel an event, at the very least, email the person with an explanation. If we are meeting in a place I chose, I will include any instructions about where the place is, how to get there, where to park, or anything else I think the person might want to know.


Nothing more annoying than having your valuable time wasted because of a simple mistake in booking the meeting. Be sure to continue reading below for instructions on how to modify the agenda and to see several sample meeting agendas. Choose between the table or outline version, fill in the details and add your discussion items to help keep your meeting on topic and productive.
Proper planning is must thing to accomplish something efficiently; similarly a meeting agenda is a basic tool to have a meaningful meeting. This is because the human face and body reveal huge amounts of information that can’t be received over the telephone or email (social media wasn’t such a hot topic back then). Furthermore, video and audio can be edited in ways that make a person look and sound more professional, human and otherwise engaging (or the opposite, if that’s the intention). At the same time, take photos of the people you meet and upload them to Twitter via your mobile device, using the appropriate handles to extend the conversation there.
I think you will find that those relationships will become stronger and more valuable than those you fostered solely online.
The minutes are the end product of a meeting but how do we ensure the meeting itself is well organised, productive and attended by the right people?
Here are the steps we will be involved in and some advice on how we can make this part of the process more effective.
If you have overheard members of the Committee complaining about certain aspects of the room arrangement suggest to your manager that you change the location or at the very least introduce more breaks so that they are not in continual discomfort. The agenda should also have regular items for discussion such as financials, operational activity, communications etc. This will show you are actively engaged in the organisation of the Committee and that you appreciate the input they have and decisions they have to make.
They can be amazing if they are run properly, so often meetings are all talk and no action. It’s a great way to let everyone have a last word, and lighten up the mood as most people will keep it lighthearted. In fact, one can make the claim that because of all this new tech, privacy needs to be honored and respected even more than before. So, when setting up a meeting, please do it in a way that respects the other person’s time. A meeting agenda is just like a comprehensive list of activities with an order in which they are to be taken up or details of issues to be discussed during the meeting. A copy of meeting agenda is sent to all concerned people so that they may join the meeting with full preparations.  Every discussion during the meeting will stick to the meeting agenda.
Some information could be subtle, such as false confidence, while other cues could be blatantly obvious, such as a facial tick, shifting eyes or a bouncing knee that could reveal discomfort or even dishonesty.
Skype and other video conferencing tools are probably the closest we have to face-to-face communications today, but still the positioning of a webcam can exclude valuable information about an individual, not to mention that you can’t judge a handshake over a screen. You could also upload them to Facebook and encourage those people to find you, connect with you and tag themselves. I’ve worked with quite a few Boards and Committees over the years and have organised some worthwhile meetings and also some useless time wasting meetings so I understand the balance needs to be right and steps have to be followed to ensure the meeting is a success.
Ensure the agenda and any supporting papers are sent out to the Committee members at least a week prior to the meeting. A trick I used to use is making people pay fines for coming late to a meeting, for every minute they’re late they pay a dollar which would go towards drinks for the week.
Meeting agenda usually prepared with list of items that participants of the meeting hope to accomplish in meeting.
Even the layout of an office, clothing, personal hygiene and other such visual signals could bring more valuable information to a story.
You could also take video, and upload that content to YouTube, Vimeo and Facebook, where people who attended can engage with you further. When meetings aren’t run effectively, they can actually be a hindrance to productivity. Agenda should be prepared couple of days before the meeting and distributed in all participants for their information.
If you have no idea about how to develop an effective meeting agenda, you should use this meeting agenda template to generate an effective one in minutes.
You can use this meeting agenda template to plan your meeting if you are given responsibility to organize the upcoming business meeting.



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