Chapter 11 Lecture Notes ● 7
Figure 11.8 Using Calendar Programs
Figure 11.9 Typical Meeting Agenda
B. Managing the Meeting
• Start the meeting on time. Summarize the meeting goal, provide background,
offer possible solutions, review the tentative agenda, and announce ground
rules.
C. Concluding the Meeting and Following Up
• Conclude the meeting at the agreed time.
• Summarize decisions.
• Review deadlines and responsibilities for action items.
Figure 11.10 E-Mail Meeting Minutes
Figure 11.11 Understanding Web Conferencing
D. Preparing for Virtual Meetings
• Virtual meetings are gatherings of participants who are connected
technologically.
• Decide which technology will be used.
E. Interacting Professionally in Virtual Meetings
Ground Rules for Virtual Meetings:
• Explain how questions may be asked and answered.
Techniques for Collaborating Successfully in Virtual Meetings
• Be precise, give examples, and use simple language.
Chapter 11 Lecture Notes ● 8
Critical Thinking Discussion Guide
1. Why is it particularly important to develop and maintain a professional, businesslike
reputation in the knowledge-based economy of the digital era? (Obj. 1)
The Internet amplifies behavior online and offline. Every potential misstep is magnified
and potentially stays on the record for years, potentially forever. A poor record taints a
2. Think of typical workplace situations and how you might communicate in each.
When would you seek an in-person conversation, pick up the phone, call a virtual
meeting, or send an e-mail, IM, or text? (Objs. 1–5)
Workplace conversations may involve giving and taking instructions, providing feedback,
exchanging ideas, brainstorming, participating in performance appraisals, or engaging in
3. Try to recall situations in which you were criticized or dished out criticism yourself.
Was the criticism constructive? Why or why not? How did you feel either as a giver
or receiver of criticism? (Obj. 2)
Answers will vary. It is to be expected that students will voice some discomfort both in
dispensing and receiving criticism. Students may echo some of the principles outlined in
4. Describe the advantages of face-to-face communication as opposed to interactions
facilitated by technology such as telephones, e-mail, instant messaging, texting, the
Chapter 11 Lecture Notes ● 9
Web, social networking sites, and so on. When is face-to-face communication more
effective? (Objs. 2, 3)
Face-to-face communication is far from being outdated or made obsolete by the
availability of technological options. None of the alternative communication channels can
5. After much discussion and even conflict, your workplace team has finally agreed on
Plan B, but you are firmly convinced that Plan A is a much better option. Your team
is presenting Plan B to the whole department, and company executives are present. A
vice president asks you for your opinion. Should you (a) keep your mouth shut, (b)
try to persuade the team to adopt Plan A, (c) explain why you believe Plan A is a
better plan, (d) tell the VP and all present that Plan B is not your idea, or (e) discuss
one or two points you can agree on in Plan B? (Objs. 1, 4, and 5)
Here is the answer provided in the Ferguson book Professional Ethics and Etiquette, 2nd
edition [2004. New York: Ferguson Publishing, pp. 50-51]: Option (e) is the answer most
Communication Workshop Discussion Guide
Business Etiquette: Breaking the Smartphone Habit in Meetings
• Etiquette consultants advise employees to turn off mobile devices during business-related
meetings, seminars, conferences, and any other situation where a ringing phone may
disrupt workplace activity.
• Organizations are beginning to establish policies on smartphone use during meetings.
Career Application:
Students are asked to develop a policy regarding the use of mobile electronic devices in
meetings. They should consider both a short policy and a more rigorous one. Here are some
ideas to consider:
(a) Short policy statement:
Chapter 11 Lecture Notes ● 10
In using a smartphone or other wireless device, be professional. Respect others.
(b) More complete policy:
• Turn your smartphone off or on vibrate. Keep it off the meeting table.
• Don’t look at it during a meeting or conversation.
• Don’t respond to a call, e-mail, or text during a meeting or conversation.
• If you are expecting an important call, let the person or meeting facilitator
know in advance.
Another source suggests three general strategies to minimize disruptions from mobile
devices in meetings:
1. Start at the top. When the most important people in the meeting room put their
phones away, others are inclined to do the same.
Workplace in Focus
Page 354
Business etiquette helps people to get along and cooperate on the job. In general,
professionalism stipulates that employees should show respect to the needs and feelings of
others. Individuals who follow the rules of etiquette achieve a positive image on the job and
maintain a solid reputation. During Take Your Dog to Work Day, pet-owners can demonstrate
professionalism by anticipating the negative reactions that could result from unruly pets,
barking, accidents, and pet allergies.
Chapter 11 Lecture Notes ● 11
Page 367
Experts offer the following useful tips to help make meetings more productive and
professional. Before the meeting, leaders should determine the purpose and location, choose
the right participants, and distribute an agenda. During the meeting, leaders must move the