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Conducting Meetings

What is a meeting?
Process of people getting together to talk and share their knowledge, opinions, experiences, views and suggestions

Types of meetings
Formal meetings Informal meetings

Formal Meeting
Have set rules and procedures that must be followed and a complete written record of the proceedings must be produced y There is often a legal requirement to hold a formal meeting y Ex Annual General meeting
y

Informal Meeting
No official rules other than those devised either by the organisation or by the participants y A written record in the form of minutes can be produced but only for reference as it is neither a legal nor an organisational requirement y Ex Working parties
y

Examples
y

Most formal
Annual General meeting Extraordinary General Meeting Board meetings Shareholders meetings Employer/ trade union or staff association

Some formality
Branch meeting Departmental meeting

Informal
Team briefing Problem solving Project groups Working parties

Characteristics of meetings
All meetings have a definite purpose y Interaction has to take place y Certain rules have to be observed y Generally chairperson is in control of the proceedings of the meeting
y

Objectives of a meeting
To y To y To y To
y

provide information obtain information solve a problem persuade or sell an ides

To obtain information
y y y y y

The aim of such a meeting is to obtain facts, figures, opinions and viewpoints This information is important to take decisions, to plan or to complete tasks The chairperson needs to stimulate members to readily voice their opinions He should be a good listener and encourage the members to speak He should create an atmosphere wherein the participants willingly cooperate and contribute information and do not do so out of fear or coercion.

To provide information
The purpose is to disseminate information y Example - A meeting held to brief the members of a new policy or procedure y Chairperson needs to provide participants with clarifications in case they need any. y The participants have to be active listeners voicing their doubts and seeking clarifications if need be.
y

To solve a problem
y

The purpose is to arrive at a solution to a problem being faced by the orgn Example - A meeting held to find measures to boost up declining sales of a product Chairperson
has to ensure that a viable practical solution is arrived at. ensure participation of all members should have considerable expertise and experience

To persuade or sell an idea


y

The aim is to make the participants believe in the suitability of the idea / decision. Example - A meeting held by the sales department with select customers to launch and advertise a new product Chairperson
should have the ability to sell. well developed persuasive ability and should sound convincing.

Conducting a meeting
Face to face y Telephone conferencing y Video conferencing
y y

Important to conduct a meeting effectively


Waste of time money and resources

Planning a meeting
Key to a successful meeting y Following issues need to be considered
y

Purpose Size Timing Location Layout Visual aids

Purpose
y

The objective of the meeting should be


Clearly expressed Known to all the members attending the meeting Kept in mind during the course of the meeting

Size
Effectiveness to a large extent dependent on size y Number should not be too many or too few y 8-10 people generally ideal y If number is largey

suitable only if purpose is to disseminate information Chairperson does most of the talking Interaction is less
y

If number is less
Insufficient breadth of experience Lack enough variety and intellectual stimulus

Size
For optimal size ensure that only those members are asked to attend who can contribute effectively y Based on their relevant experience/ knowledge and awareness y Sometimes on the basis of the position they hold
y

Timing
y

Three aspects related to timing


Choice of date and time Duration of meeting Time allocated to each individual item

Choice of date and time


Date
x based on the convenience of those attending the meeting or the urgency of the issue to be discussed. x Routine meetings- the date of the meeting may be fixed x when people are energetic, receptive and fresh to deal with dynamic issues x Avoid slotting meetings immediately after lunch when one is generally dull and sluggish. x Avoid end of the day meetings when participants may be impatient because of a hurry to reach home.

Time slot

Timing
y

Duration Depends on
Number of issues to be discussed Complexity of the issues Competency of members to deal with the issues If duration has been fixed- limit number of agenda items

Timing - Decide in advance the amount that will be allotted to each item and sequence
Urgent items first -less urgent matters can be postponed to another meeting. Challenging issues which require active contribution from members should be dealt with first when the members are fresh. Items which are likely to create more discussions and about which opinion of members is divided should be dealt with before items which are likely to have consensus. -psychologically beneficial as the meeting will be concluded on a unanimous tone rather than with differences.

Location
y y

Most orgn have conference rooms of adequate size to cater to internal meetings Considerations
Appropriate size of the room s- neither large nor small be convenient for majority of members Lighting adequate. If visual aids like OHP projector are to be used lighting should be controllable Room should be neat and clean Facilities for visual aids well ventilated with comfortable temperature. Seating comfortable minimal disturbance from outside. provision for water/ tea and refreshments.

Layout
Classroom layout

Appropriate when purpose is to provide inf, chairperson does most of the talking Inappropriate when interaction is required between members

U Shaped layout

Advantage - everyone is visible to everyone else facilitates Chairman can come to the centre of the U to lay stress OR to decrease the formality

Committee layout

Traditional layout Reflects formality Secretary or minute taker- on left or right side of chairman

Round table layout

Similar to committee layout Suggests less formality

Visual aids
Handoutsy contain information in the form of reports, summaries, tables, graphs, proposals etc. y brief , clear , relevant , free from typographical errors. y Two ways
1.

With the agenda- participants get a chance to go through them and frame their own points During the meeting

Visual aids
White board/ Chalkboardy When something needs to be explained with the help of a sketch or a diagram. y When points need to be compiled, y Easily available and do not need any special facility like electricity, projector or screen. y Limited use especially when large amount of graphical data or data in the form of complicated figures needs to be displayed.
2.

Visual aids
Flip charts y Can be prepared before hand or they can be used to note down salient points / suggestions during the meeting. , y Easily transportable and do not need any special facility like electricity, projector or screen. y Limited use when number of members is large
3.

Visual aids
OHP y Pre prepared or during the meeting y Inexpensive y Becoming obsolete 5. Computer generated slides y Most popular y A screen and an LCD projector connected to a computer are required. y Very versatile - possible to add colour, sound effects and animation to the slides.
4.

Notice of Meeting
Before a meeting is held notice must be given to those entitled to attend Sent by person authorised to call for the meeting chairperson (may be signed by secretary) Must show the title, date time and place Agenda may be attached Should be sent well in advance ( ideally 21 days)

Sample Notice of Meeting


Marketing Strategy Team Meeting A meeting of the above team will be held on at (time) in the ..(place). Your attendance would be appreciated. The agenda is enclosed Signed Secretary Encl.: Agenda

Agenda
List of items which are to be dealt with during the meeting y Ensures no item is left out y Provides framework for the meeting y Planning tool and a control device
y

Agenda
y

An agenda contains
Exact place and date Time Names of expected attendees Objective of the meeting Issues to be discussed Approximate indication of time for each item Any preparation required by the members is specifically mentioned Documents containing information which needs to be provided to the members may be attached with the agenda

Advantages
Ensures no issue is left out. y Ensures a proper sequence is followed. y Informs the members what will be dealt with. y Members can prepare accordingly y Minimises wastage of time
y

Steps for creating a good agenda


y

Send an e-mail / Notice

Ask those invited to accept or decline the meeting.

Ask participants requesting for an agenda item to contact you no less than two days before the meeting with their request and the amount of time they would require to present it.

Steps for creating a good agenda


Once all of the agenda requests have been submitted to you, summarize them in a table format with the headings Agenda Item, Presenter and Time. It's your responsibility to ensure that each agenda item is directly related to the goals of this particular meeting Send the agenda to all the meeting participants The most important part of creating an effective agenda is to follow it during the meeting.

Agenda guidelines
y y

Should not be vague Clearly specify who is expected to contribute to which item. It may be helpful to circulate some additional information with the agenda. Put an approximate indication of the time for each item. Ensure the items are in a logical sequence

Agenda guidelines
y

'Any Other Business' at the end of the meeting can be avoided if a draft of the agenda is circulated in advance of the meeting Attach labels if possible such as For information, For decision, For action to each of the agenda items. Review the items to make sure that not too many items have been scheduled in too short a time.

Running the meeting


y

Chairperson starts the meeting with apologies for absence followed by approval of previous meeting's minutes . Restate the purpose of the meeting. If the agenda has not been circulated before circulate it. Give members time to go through it. Take up the items on the agenda one by one. The chairperson needs to steer the discussion back on course and at the end of the discussion on each item needs to summarise the discussion.

y y

y y y

Running the meeting


Conclude meeting on a positive note y Ensure that there are no more ideas which are forthcoming y Followup is essential to ensure that the decisions taken during the meeting are implemented. Minutes take care of this aspect
y

Role of chairperson
Key person responsible for successful conduct of meeting y Duties
y

Planning the meeting, drawing the agenda and overseeing the arrangements for the meeting. Keeping the meeting within time limit/ sequence Making everyone aware of the objectives Setting a positive tone for the meeting Facilitating the proceedings to ultimate attainment of pre decided objectives by questioning, clarifying misunderstandings, providing information and summarising

Role of secretary
Should be well aware of the meeting objective, rules, procedures etc. y Duties
y

Assisting the chairman in fixing date/ time/location /agenda of the meeting Taking notes during the meeting Preparing a draft of the minutes of the meeting for the approval by the chairperson Despatching meeting notifications agenda minutes etc Making administrative arrangements for the meeting

Role of members
y y

Prime players Duties


Contributing ideas, opinions, views suggestion based on their knowledge and experience Keeping oneself well informed about the meeting by studying in detail the agenda, additional reports or other related matter Respecting and following the rules laid down by the chairperson Listening actively and attentively Cooperating and giving support to fellow member Arriving at the meeting punctually

Minutes of the Meeting


The proceedings of the meeting are noted in details in the form of minutes of the meeting. y Responsibility- Secretary/ junior most member or any other member may be requested y Finalised in 1-2 days and circulated to the members for information and action
y

Types of Minutes of the Meeting


y

Narrative minutesNarrative minutes record who said what and when.

Decision minutesRecord the decisions taken, the names of the people responsible for implementing them and the deadline for taking action. Most of the time decision minutes are written as they provide the members with clear guidelines regarding who is to do what and by when.

SAMPLE MINUTES OF MEETING Heading (Title of the meeting) Date and Time Venue Attended by: Apologies of absence: (names of persons who could not attend but were expected to attend ) The following were the issues discussed during the meeting Approval of previous meeting minutes Items discussed as per agenda alongwith the action to be taken , assignment of responsibility and deadline for completion Any other business (issues not covered under agenda items) Date of next meeting Time the meeting finished (normally for formal meetings only) Minutes recored by (Name and signature of person who has written the minutes) Signature of attendees (Optional)

Guide lines for effective meetings

Discuss in class and prepare a list

Assignments

Presentation on
Teleconferencing Video conferencing Web conferencing

Mock meeting

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