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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
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
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
Planning a meeting
Key to a successful meeting y Following issues need to be considered
y
Purpose
y
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
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
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)
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
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.
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.
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
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
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)
Assignments
Presentation on
Teleconferencing Video conferencing Web conferencing
Mock meeting