Explain how to plan and conduct an effective business meeting.

1. 1 · Define. A meeting is a planned gathering of people to share information, discuss and make decisions.
2. 2 · Draw the process. [Flow: plan → notice and agenda → open → discuss and decide → action points → minutes and follow-up]
3. 3 · Before the meeting.
   • Decide if a meeting is needed
   • Set the purpose; invite the right people
   • Send the notice and agenda in good time
4. 4 · During the meeting: the chair.
   • Start on time; check the quorum
   • Follow the agenda with time limits
   • Let everyone speak; control dominators
   • Summarise each decision
5. 5 · Close with action points. What will be done, who will do it and by when.
6. 6 · After the meeting. The secretary circulates the minutes; actions are checked at the next meeting.
7. 7 · Sri Lankan example. A tea company's monthly sales meeting agenda; AGMs under the Companies Act No. 7 of 2007 are minuted formally.
8. 8 · Close. A meeting is effective only if its decisions are carried out.

Scoring tip: Structure the answer as before, during and after, and add a short sample agenda. It earns marks fast.