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This slide gives a brief overview about things to be done before, during and after a conference to make it effective. The slide covers steps, objectives, advantages, disadvantages and types of conferences.
A Conference is an act of consulting and
discussing to share knowledge ,experience ,
thoughts ,feelings ,and opinions among a group
of people who have common objectives .
A conference is generally understood
as a Formal meeting of several people to discuss a
particular topic. At a conference, innovative
ideas are thrown about and new information is
exchanged among experts .
A group of people involved in
conference can discuss their individuals as well as
collective problems .
Essentials of an effective
conference meeting …..
The leader has to carry out the function of guiding the
discussion , keeping it on track and arrive at a useful
The number of the conferees must be limited to a
reasonable extent .
The conference hall facilities must be adequate and
ought to be kept in order .
The conferees invited for the meeting must be capable
of making valuable contribution to the discussion .
The topics and purpose of the conference meeting must
be clarified .
The conference leader and the participants must make
adequate preparation for the discussion . They must be
interested and enthusiastic .
Objectives behind conducting
Conference are vital to decision making process . The
participants define the problem and ascertain the
depth , scope and the critical factors of the problem .
Its plays a vital role in developing a analytical and
questioning attitude of a Conferees .
Conference can also be used for modifying attitudes ,
opinions and feelings of the participants .
A employee who attends conference starts thinking in
terms of the company as a whole . His participation
raises his morale and strengthens his confidence .
Steps of conduct a conference
The leader has the responsibility to ensure that the
arrangements are made properly. The Arrangements
begin with an agenda , list of participants , date and
time and venue of the meeting .
Notice of meeting with agenda should be served to
participants at least a week ago.
It should be ensured that there is proper
ventilation/Air -Conditioning , lighting in the
conference room . Chairs and table must be
arranged in a way so as to provide face to face
interaction with everyone .
Stationary must be arranged beforehand ; this
includes notepads , pen , pencils etc .
It is necessary that arrangements must be made
for refreshment like tea , lunch etc .
For meeting at which there are out-station
participants or guest , it is necessary to have a
team of persons to look after their
accommodation , needs , tickets , booking etc .
A meeting depends to a great extend on the
comfort of the members/participants . If they are
comfortable about their arrangements they will
pay proper attention to the proceedings that will
lead to better results .
Advantages and disadvantages….
It has diversity of views .
It encourages new creative ideas and solutions to problems
A conference has the advantage of expert opinion given by
some well informed member .
Group decision taken in conference tend to be time
Blurred focus and irrelevant discussion very often defeat
the purpose of a conference .
In terms of time and money , a conference proves to be very
Types of conference…
1. Audio Conferencing – It is most frequently used ,
most productive and inexpensive medium , it is
also called “ phone meeting “ .
2. Audio Graphics Conferencing – It provides the
faculty to move text , computer generated images
, photographs over ordinary phone line ( like the
Internet ) .
3. Video Conferencing – It is the most expensive
medium of all . It allow people at different
locations to see and hear each other like face to
face meeting .
All these together called as
Difference between conference and
People get together to exchange views in a
conference as well in a meeting .
Conference is generally used for a large, formal
meeting with a clear and well-defined agenda.
Meeting is general , and is mostly used for smaller
A meeting room might just be a simple room for a
quick meeting. Whereas a conference room might be
more equipped or have dedicated presentation
The place called 'Conference Hall' or a
'Meeting Room' - it usually depends on the size and
the facilities available.