Meetings PDF

Meeting Meetings are formal or informal gathering of members of an organization or office with a purpose of discussing specific issues in an organization.  Role/Purpose of meetings To arrive at a consensus: deliberate and brainstorm on issues affecting (i) an organization. (i...

Meeting Meetings are formal or informal gathering of members of an organization or office with a purpose of discussing specific issues in an organization.  Role/Purpose of meetings To arrive at a consensus: deliberate and brainstorm on issues affecting (i) an organization. (ii) To collect ideas: involve all members or concerned members in management, decision making and policy formulation in an organization. (iii) To solve a problem: pass decisions and policies on issues affecting an organization (iv) To inform and explain: for the management to communicate decisions and policies to members of an organization. (v) For team building and consultations towards achieving objectives of an organization. (vi) To elect executive office holders or select committees for special assignments. (vii) To get feedback: receive reports from department and committees on special assignments. (viii) To understand the situation and suggest solutions such as in conferences. (ix) To learn and train such as in workshops and seminars. Advantages: 1-The meeting also enables participants to learn about the total function of the department or the organization, and get an over-all company view. 2-The meeting forces the active participant to think carefully. Besides, it offers you the opportunity to develop your own skills of presenting your point of view. 3- The alert participant finds that a meeting is an opportunity for continuing education in business management; by gather much knowledge in your own field from the other participants, who present different points of view. 4- Active participation serves to demonstrate your talents to superiors. The ability to think clearly, to discuss rationally, to make positive contribution. 5- A person who has learnt to be a good participant generally becomes a good leader of a meeting.  Types of meeting a) Decision-making Meeting: Committees, boards of directors b) Executive Committee Meeting: They hold meetings at which they pass policies and give instructions for carrying out certain work. Committee meeting: is a meeting attended by the committee members. Most committees consist of: chairperson, secretary, members. c) Consultation Meeting: An advisory body, which may consist of experts, holds meetings to discuss and advise other bodies. They do not have powers to take any decisions or action. General meeting: General meetings may be attended by all members of an organization such as monthly meetings, quarterly meetings and Annual General Meeting (AGM). AGM are called to elect new officials and committee members, and to receive reports and present financial accounts and estimates. e) Extra-ordinary general meeting: Is an additional meeting which is called to address a particular purpose. It addresses issues which cannot wait until the specified date of the next general meeting. f) Problem-solving Meeting: A meeting of all those concerned with a particular activity where the problem is found may be called for the specific purpose of solving the particular problem. Everyone contributes by looking at the problem from his/her point of view and task. g) Briefing Meeting: Giving information is the main function of a briefing session. A prepared note of briefing may be read out, and questions or requests for clarification are answered; but there is no discussion at briefing meetings. Companies may hold a briefing meeting to inform the press/media. h) Negotiation Meeting: This is characterized by the presence of two clearly competing sides. When parties with competing interests like buyer-and-seller, or two separate organizations which want to collaborate, or employer-and-employee, need to settle their differences, they meet to discuss and arrive at an agreement. i) Group Discussion: This type of meeting is usually informal. It can be a very stimulating and useful activity in organizations. It helps in understanding a situation, in exploring possibilities and in solving problems as it generates a multiple point of view. It gives a sense of participation to all those who participate in it. It is used as a tool for selecting candidates by observing the behaviour and abilities of the individuals taking part in it. j) Conference: A conference is a meeting of a large group of persons assembled for the purpose of discussing common problems or activities. The number of participants may be anything from 10 to 500 or more; a large conference is divided into small groups for the purpose of discussions. The conference is a tool of learning and training and development; members pool together and share their knowledge and experience, and discuss their problems.  Conference is an enriching activity. It does not have a task to complete; any conclusions that are arrived at during the discussions are included in a report of the conference. A conference does not have any authority but it may make recommendations since the participants are persons who have experience and are engaged in the activity and are directly affected by the state of affairs in the field.  Preparation for a meeting (i) The secretary in consultation with the chairperson prepares a notice and gives to all members entitled to attend. The notification states the date, venue and time and a list of the agenda. (ii) The secretary ensures the venue is prepared for the meeting such as providing enough seats and organizing the sitting arrangement. (iii) The secretary ensures availability of enough writing material for all members. (iv) The secretary ensures availability of refreshments such as water, juice or soda. (v) The secretary ensures the following have been brought to the meeting: minutes of previous meeting, relevant files and papers, a short-hand notebook for taking notes and attendance record. (vi) Sound equipment to be tested, projection equipment plugged in, tested, and focused and properly levelled (vii) Facilities for display availed and checked. (viii) Extension cords placed properly so that no one will trip over them (ix) Provision for darkening the room if necessary (x) Exhibits, projection material, arranged in required sequence  Challenges in conduct of meetings 1) Showing up late 2) Lack of written agenda 3) Failing to come up with concrete action points 4) Lack of attention when members use laptops and phones. 5) Finishing on Time: Meetings can run overtime and consequently many agenda items can get left behind or they don’t get adequate attention. 6) Inability to Make Decisions: The responsibility for making sure consensus is reached lies squarely on the leader. Some reasons why groups seem unable to consensus include: Goals and outcomes are not made clear Certain participants get side tracked on peripheral issues 7) Attendance: When key stakeholders or influential participants do not attend, Idea and collaboration are limited and other participants may become frustrated. Some strategies to ensure attendance at meetings include: Diagnose the problem for the absence and have discussion with those members accordingly Ensure that your meetings are worthy of peoples time 8) Dominant Participants: Dominant participants can stifle creativity, collaboration, and problem solving but they often have good ideas. Utilize their ideas by guiding their energies and allow others to contribute. 9) Silent Participants: Silent participants have different reasons for being that way. Some people are reticent by nature, others are afraid of ridicule or dismissal. It is you goal as the leader to engage everyone. 10) Lack of Follow-Through on Tasks: The effectiveness of a meeting can be assessed in the outcomes. If leaders do not follow through on decisions, action plans, or issues after the meeting, then there will be questions as to the value of the meetings and your integrity.  Golden rules of meeting management 1. Select participants with care to ensure that all who need to be involved are, but that people who are not required can be spared the time. 2. Be prepared and ensure participants can be prepared by providing relevant documents in advance. 3. Stick to a schedule. 4. Stay on topic. 5. Don't hold unnecessary meetings. 6. Wrap-up meetings with a clear statement of the next steps and who is to take them. Thank you