{"id":1072,"date":"2025-04-30T19:45:21","date_gmt":"2025-04-30T19:45:21","guid":{"rendered":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/?post_type=chapter&#038;p=1072"},"modified":"2025-07-16T22:30:44","modified_gmt":"2025-07-16T22:30:44","slug":"business-and-professional-meetings","status":"publish","type":"chapter","link":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/chapter\/business-and-professional-meetings\/","title":{"raw":"Business and Professional Meetings","rendered":"Business and Professional Meetings"},"content":{"raw":"<div class=\"textbox textbox--learning-objectives\"><header class=\"textbox__header\">\r\n<p class=\"textbox__title\">Learning Objectives<\/p>\r\n\r\n<\/header>\r\n<div class=\"textbox__content\">\r\n\r\nBy the end of this section, you should be able to:\r\n<ul>\r\n \t<li>Plan and prepare for professional meetings.<\/li>\r\n \t<li>Use appropriate communication tools for in-person and virtual collaboration.<\/li>\r\n \t<li>Identify the key elements of organizational communication in the workplace.<\/li>\r\n<\/ul>\r\n<\/div>\r\n<\/div>\r\nMeetings can be helpful or a waste of time. When done well, they keep teams aligned, allow for problem-solving, and help everyone stay informed. However, a meeting without a clear goal often leads to frustration. Whether you work in a dental clinic, a welding shop, a hospital, or a logistics company, meetings should move the team forward. Meetings don\u2019t always happen in person. Many workplaces now rely on video conferencing or other digital platforms to connect teams across different locations. Regardless of the format, effective communication and preparation are key.\r\n<h2>Preparing for a Productive Meeting<\/h2>\r\nBefore scheduling a meeting, be sure you have a clear purpose. If there is no goal, don\u2019t schedule it.\r\n\r\nOnce you\u2019ve determined that a meeting is necessary, follow these steps:\r\n<ul data-spread=\"false\">\r\n \t<li>Create an agenda: List out topics, set start and end times, and clearly state the meeting\u2019s purpose. Share it ahead of time.<\/li>\r\n \t<li>Invite the right people: Only include those who need to be involved. Adding extra people can slow things down.<\/li>\r\n \t<li>Choose the format: In-person meetings are ideal for discussions requiring body language and real-time feedback, while virtual meetings are more flexible for remote teams.<\/li>\r\n \t<li>Send reminders: Use tools like Microsoft Outlook or Google Calendar to schedule the meeting and send follow-up reminders.<\/li>\r\n \t<li>Book and test your space and tools: If you are using a room or technology (such as projectors, screens, or audio equipment), confirm reservations and conduct a technical check before the meeting.<\/li>\r\n<\/ul>\r\n<strong>Tip:<\/strong> If you plan a session where people must contribute ideas (like a problem-solving meeting), aim for a smaller group. Fewer voices mean more opportunities to participate.\r\n\r\n&nbsp;\r\n\r\n[caption id=\"attachment_1411\" align=\"aligncenter\" width=\"550\"]<img class=\"wp-image-1411\" src=\"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-content\/uploads\/sites\/231\/2025\/05\/ChatGPT-Image-May-19-2025-02_40_49-PM-e1747687367132.png\" alt=\"The Meeting Preparation Checklist: Define the purpose of the meeting, Create an agenda, Invite Participants, Confirm the location and technology, send a reminder. \" width=\"550\" height=\"765\" \/> Figure 5.2.1 An easy-to-follow meeting checklist.[\/caption]\r\n<h2>Conducting the Meeting<\/h2>\r\nOnce the meeting begins, remember that each participant has a specific role to play. The meeting leader guides the discussion and ensures things stay on track. Participants should be prepared, respectful, and engaged. Meeting best practices include:\r\n<ul data-spread=\"false\">\r\n \t<li>Start and end on time<\/li>\r\n \t<li>Limit distractions (phones off, no side conversations)<\/li>\r\n \t<li>Stay on topic<\/li>\r\n \t<li>Listen actively<\/li>\r\n \t<li>Speak professionally<\/li>\r\n<\/ul>\r\nIf the meeting involves team members who haven\u2019t worked together before, allow time for introductions. Clarify the meeting\u2019s purpose initially and refer to the agenda to stay organized. For example, when working in an auto shop, the team meets to discuss a new repair tracking system. The meeting should clearly outline the system's benefits, expected changes to workflow, and who will be responsible for training. Allow time for questions and input. When wrapping up, summarize any key decisions, assign action items, and establish a follow-up plan as needed.\r\n<h2>Meeting Formats and Tools<\/h2>\r\nToday\u2019s workplaces use a range of meeting formats. Understanding their strengths and challenges helps ensure effective participation.\r\n<h3>Audio-Only Tools<\/h3>\r\nPhone calls and conference calls are standard in many jobs. Speak clearly and at a steady pace. Avoid slang and keep messages short and precise.\r\n<ul data-spread=\"false\">\r\n \t<li>Use voicemail effectively: include your name, a short message, and repeat your number slowly.<\/li>\r\n \t<li>Practice good phone etiquette: speak respectfully and avoid interrupting.<\/li>\r\n<\/ul>\r\n<h3>Audio-Visual Tools<\/h3>\r\nPlatforms like Zoom, Google Meet, and Microsoft Teams combine video and audio. These tools are widely used in education, healthcare, trades, and business settings.\r\n<ul data-spread=\"false\">\r\n \t<li>Dress appropriately and check your background.<\/li>\r\n \t<li>Be aware of your body language.<\/li>\r\n \t<li>Test your tech before the meeting.<\/li>\r\n \t<li>Stay engaged, don\u2019t multitask.<\/li>\r\n<\/ul>\r\n<h3>Social Media and Internal Platforms<\/h3>\r\nSome workplaces use tools like Slack, Microsoft Teams chat, or private social media apps to communicate daily updates.\r\n<ul data-spread=\"false\">\r\n \t<li>Keep things professional.<\/li>\r\n \t<li>Avoid oversharing personal details.<\/li>\r\n \t<li>Respect the platform's purpose (e.g., refrain from using a work chat for personal gossip).<\/li>\r\n<\/ul>\r\n<h2>Wrap-Up<\/h2>\r\nMeetings and communication systems are essential to workplace success. Whether you\u2019re coordinating a crew, running safety training, or attending a department check-in, preparation and respect for others\u2019 time go a long way. Today\u2019s workplaces rely on a mix of in-person, virtual, and written communication, so knowing how to navigate each is a key professional skill.\r\n<div id=\"mclean-ch19_s04_s04\" class=\"section\">\r\n<div class=\"textbox textbox--key-takeaways\"><header class=\"textbox__header\">\r\n<p class=\"textbox__title\">Key Takeaway<\/p>\r\n\r\n<\/header>\r\n<div class=\"textbox__content\">\r\n<ul>\r\n \t<li>Meetings require planning, choice of appropriate technology, and understanding of organizational communication.<\/li>\r\n<\/ul>\r\n<\/div>\r\n<\/div>\r\n<div class=\"textbox textbox--examples\"><header class=\"textbox__header\">\r\n<p class=\"textbox__title\">References<\/p>\r\n\r\n<\/header>\r\n<div class=\"textbox__content\">\r\n\r\nGuffey, M. (2007).\u00a0<em class=\"emphasis\">Essentials of business communication<\/em>\u00a0(7th ed.). Mason, OH: Thomson\/Wadsworth.\r\n\r\nTucker, M., Meyer, G., &amp; Westman, J. (1986).\u00a0<em class=\"emphasis\">Thinking through communication: An introduction to the study of human communication<\/em>. Boston, MA: Allyn &amp; Bacon.\r\n\r\n<\/div>\r\n<\/div>\r\n<div class=\"textbox textbox--exercises\"><header class=\"textbox__header\">\r\n<p class=\"textbox__title\">Attributions<\/p>\r\n\r\n<\/header>\r\n<div class=\"textbox__content\">\r\n\r\n<a href=\"https:\/\/pressbooks.openeducationalberta.ca\/saitbusinesscommunication\" rel=\"cc:attributionURL\">Business Communication for Success<\/a>\u00a0Copyright \u00a9 2021 by\u00a0Southern Alberta Institute of Technology\u00a0is licensed under a\u00a0<a href=\"https:\/\/creativecommons.org\/licenses\/by-nc-sa\/4.0\/\" rel=\"license\">Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License<\/a>, except where otherwise noted.\r\n\r\n<\/div>\r\n<\/div>\r\n<\/div>","rendered":"<div class=\"textbox textbox--learning-objectives\">\n<header class=\"textbox__header\">\n<p class=\"textbox__title\">Learning Objectives<\/p>\n<\/header>\n<div class=\"textbox__content\">\n<p>By the end of this section, you should be able to:<\/p>\n<ul>\n<li>Plan and prepare for professional meetings.<\/li>\n<li>Use appropriate communication tools for in-person and virtual collaboration.<\/li>\n<li>Identify the key elements of organizational communication in the workplace.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<p>Meetings can be helpful or a waste of time. When done well, they keep teams aligned, allow for problem-solving, and help everyone stay informed. However, a meeting without a clear goal often leads to frustration. Whether you work in a dental clinic, a welding shop, a hospital, or a logistics company, meetings should move the team forward. Meetings don\u2019t always happen in person. Many workplaces now rely on video conferencing or other digital platforms to connect teams across different locations. Regardless of the format, effective communication and preparation are key.<\/p>\n<h2>Preparing for a Productive Meeting<\/h2>\n<p>Before scheduling a meeting, be sure you have a clear purpose. If there is no goal, don\u2019t schedule it.<\/p>\n<p>Once you\u2019ve determined that a meeting is necessary, follow these steps:<\/p>\n<ul data-spread=\"false\">\n<li>Create an agenda: List out topics, set start and end times, and clearly state the meeting\u2019s purpose. Share it ahead of time.<\/li>\n<li>Invite the right people: Only include those who need to be involved. Adding extra people can slow things down.<\/li>\n<li>Choose the format: In-person meetings are ideal for discussions requiring body language and real-time feedback, while virtual meetings are more flexible for remote teams.<\/li>\n<li>Send reminders: Use tools like Microsoft Outlook or Google Calendar to schedule the meeting and send follow-up reminders.<\/li>\n<li>Book and test your space and tools: If you are using a room or technology (such as projectors, screens, or audio equipment), confirm reservations and conduct a technical check before the meeting.<\/li>\n<\/ul>\n<p><strong>Tip:<\/strong> If you plan a session where people must contribute ideas (like a problem-solving meeting), aim for a smaller group. Fewer voices mean more opportunities to participate.<\/p>\n<p>&nbsp;<\/p>\n<figure id=\"attachment_1411\" aria-describedby=\"caption-attachment-1411\" style=\"width: 550px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-1411\" src=\"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-content\/uploads\/sites\/231\/2025\/05\/ChatGPT-Image-May-19-2025-02_40_49-PM-e1747687367132.png\" alt=\"The Meeting Preparation Checklist: Define the purpose of the meeting, Create an agenda, Invite Participants, Confirm the location and technology, send a reminder.\" width=\"550\" height=\"765\" srcset=\"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-content\/uploads\/sites\/231\/2025\/05\/ChatGPT-Image-May-19-2025-02_40_49-PM-e1747687367132.png 1021w, https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-content\/uploads\/sites\/231\/2025\/05\/ChatGPT-Image-May-19-2025-02_40_49-PM-e1747687367132-216x300.png 216w, https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-content\/uploads\/sites\/231\/2025\/05\/ChatGPT-Image-May-19-2025-02_40_49-PM-e1747687367132-736x1024.png 736w, https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-content\/uploads\/sites\/231\/2025\/05\/ChatGPT-Image-May-19-2025-02_40_49-PM-e1747687367132-768x1068.png 768w, https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-content\/uploads\/sites\/231\/2025\/05\/ChatGPT-Image-May-19-2025-02_40_49-PM-e1747687367132-65x90.png 65w, https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-content\/uploads\/sites\/231\/2025\/05\/ChatGPT-Image-May-19-2025-02_40_49-PM-e1747687367132-225x313.png 225w, https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-content\/uploads\/sites\/231\/2025\/05\/ChatGPT-Image-May-19-2025-02_40_49-PM-e1747687367132-350x487.png 350w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><figcaption id=\"caption-attachment-1411\" class=\"wp-caption-text\">Figure 5.2.1 An easy-to-follow meeting checklist.<\/figcaption><\/figure>\n<h2>Conducting the Meeting<\/h2>\n<p>Once the meeting begins, remember that each participant has a specific role to play. The meeting leader guides the discussion and ensures things stay on track. Participants should be prepared, respectful, and engaged. Meeting best practices include:<\/p>\n<ul data-spread=\"false\">\n<li>Start and end on time<\/li>\n<li>Limit distractions (phones off, no side conversations)<\/li>\n<li>Stay on topic<\/li>\n<li>Listen actively<\/li>\n<li>Speak professionally<\/li>\n<\/ul>\n<p>If the meeting involves team members who haven\u2019t worked together before, allow time for introductions. Clarify the meeting\u2019s purpose initially and refer to the agenda to stay organized. For example, when working in an auto shop, the team meets to discuss a new repair tracking system. The meeting should clearly outline the system&#8217;s benefits, expected changes to workflow, and who will be responsible for training. Allow time for questions and input. When wrapping up, summarize any key decisions, assign action items, and establish a follow-up plan as needed.<\/p>\n<h2>Meeting Formats and Tools<\/h2>\n<p>Today\u2019s workplaces use a range of meeting formats. Understanding their strengths and challenges helps ensure effective participation.<\/p>\n<h3>Audio-Only Tools<\/h3>\n<p>Phone calls and conference calls are standard in many jobs. Speak clearly and at a steady pace. Avoid slang and keep messages short and precise.<\/p>\n<ul data-spread=\"false\">\n<li>Use voicemail effectively: include your name, a short message, and repeat your number slowly.<\/li>\n<li>Practice good phone etiquette: speak respectfully and avoid interrupting.<\/li>\n<\/ul>\n<h3>Audio-Visual Tools<\/h3>\n<p>Platforms like Zoom, Google Meet, and Microsoft Teams combine video and audio. These tools are widely used in education, healthcare, trades, and business settings.<\/p>\n<ul data-spread=\"false\">\n<li>Dress appropriately and check your background.<\/li>\n<li>Be aware of your body language.<\/li>\n<li>Test your tech before the meeting.<\/li>\n<li>Stay engaged, don\u2019t multitask.<\/li>\n<\/ul>\n<h3>Social Media and Internal Platforms<\/h3>\n<p>Some workplaces use tools like Slack, Microsoft Teams chat, or private social media apps to communicate daily updates.<\/p>\n<ul data-spread=\"false\">\n<li>Keep things professional.<\/li>\n<li>Avoid oversharing personal details.<\/li>\n<li>Respect the platform&#8217;s purpose (e.g., refrain from using a work chat for personal gossip).<\/li>\n<\/ul>\n<h2>Wrap-Up<\/h2>\n<p>Meetings and communication systems are essential to workplace success. Whether you\u2019re coordinating a crew, running safety training, or attending a department check-in, preparation and respect for others\u2019 time go a long way. Today\u2019s workplaces rely on a mix of in-person, virtual, and written communication, so knowing how to navigate each is a key professional skill.<\/p>\n<div id=\"mclean-ch19_s04_s04\" class=\"section\">\n<div class=\"textbox textbox--key-takeaways\">\n<header class=\"textbox__header\">\n<p class=\"textbox__title\">Key Takeaway<\/p>\n<\/header>\n<div class=\"textbox__content\">\n<ul>\n<li>Meetings require planning, choice of appropriate technology, and understanding of organizational communication.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<div class=\"textbox textbox--examples\">\n<header class=\"textbox__header\">\n<p class=\"textbox__title\">References<\/p>\n<\/header>\n<div class=\"textbox__content\">\n<p>Guffey, M. (2007).\u00a0<em class=\"emphasis\">Essentials of business communication<\/em>\u00a0(7th ed.). Mason, OH: Thomson\/Wadsworth.<\/p>\n<p>Tucker, M., Meyer, G., &amp; Westman, J. (1986).\u00a0<em class=\"emphasis\">Thinking through communication: An introduction to the study of human communication<\/em>. Boston, MA: Allyn &amp; Bacon.<\/p>\n<\/div>\n<\/div>\n<div class=\"textbox textbox--exercises\">\n<header class=\"textbox__header\">\n<p class=\"textbox__title\">Attributions<\/p>\n<\/header>\n<div class=\"textbox__content\">\n<p><a href=\"https:\/\/pressbooks.openeducationalberta.ca\/saitbusinesscommunication\" rel=\"cc:attributionURL\">Business Communication for Success<\/a>\u00a0Copyright \u00a9 2021 by\u00a0Southern Alberta Institute of Technology\u00a0is licensed under a\u00a0<a href=\"https:\/\/creativecommons.org\/licenses\/by-nc-sa\/4.0\/\" rel=\"license\">Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License<\/a>, except where otherwise noted.<\/p>\n<\/div>\n<\/div>\n<\/div>\n","protected":false},"author":133,"menu_order":2,"template":"","meta":{"pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"class_list":["post-1072","chapter","type-chapter","status-publish","hentry"],"part":1069,"_links":{"self":[{"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/pressbooks\/v2\/chapters\/1072","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/wp\/v2\/users\/133"}],"version-history":[{"count":20,"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/pressbooks\/v2\/chapters\/1072\/revisions"}],"predecessor-version":[{"id":2723,"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/pressbooks\/v2\/chapters\/1072\/revisions\/2723"}],"part":[{"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/pressbooks\/v2\/parts\/1069"}],"metadata":[{"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/pressbooks\/v2\/chapters\/1072\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/wp\/v2\/media?parent=1072"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/pressbooks\/v2\/chapter-type?post=1072"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/wp\/v2\/contributor?post=1072"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/pressbooks.ccconline.org\/2250organizationalcommunication\/wp-json\/wp\/v2\/license?post=1072"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}