CHAPTER 6 - MEETING (1).pdf

OFFICE ADMINISTRATION (OBM250) CHAPTER 6 MEETING Oliverio, Mary Ellen, Pasewark William R. and White Bonnie R. (2018). The Office Procedures and Technology....

OFFICE ADMINISTRATION (OBM250) CHAPTER 6 MEETING Oliverio, Mary Ellen, Pasewark William R. and White Bonnie R. (2018). The Office Procedures and Technology. 7th Edition (International Edition), Florence, US, Cengage Learning, Inc.  2 OBJECTIVES At the end of the session, the students should be able to: ❖ 6.1 Plan business meeting (p. 330) ❖ 6.2 Identify types of business meeting (p. 330-331) ❖ 6.3 Describe seating arrangement (p. 332) ❖ 6.4 Prepare for a meeting (p. 333 - 335) ❖ 6.5 Participate in meetings (p. 335 - 342) ❖ 6.6 Explain teleconference (p. 342 - 344) 6.1 PLANNING BUSINES MEETINGS Meetings bring people together to communicate. Today’s technology allows people in different locations to attend meetings without leaving their offices. It ranges from informal chat in a manager’s office to a formal gathering of the BoD. Roles in meeting varies. It depends on the degree of formality, purpose, size, and location of the meeting.  4 6.2 TYPES OF BUSINESS MEETINGS a) INFORMAL & SMALL GROUP MEETINGS b) FORMAL BUSINESS MEETINGS  5 INFORMAL & SMALL GROUP MEETINGS ❖ Informal meetings are normally set up as committee meetings. ❖ The meetings address specific topics or ongoing concerns and issues such as safety & security. 1. Customers/clients meeting 2. Small group meeting with coworkers  6 FORMAL BUSINESS MEETING A formal meeting follows a definite order of business. Involves a specific audience and requires some preparation. Types of formal meetings: 1. Staff meetings – weekly or monthly 2. Conferences 3. Quarterly sales meetings  International meetings for large groups are likely to be very formal. Time differences for the different locations must be considered. ROLES OF COORDINATOR ❖ Arrange the ❖ Work with meeting equipment details providers ❖ Working with hotel ❖ Need to know personnel if the how to use meeting is held away equipment from company offices. ❖Send the meeting ❖ Call the proper plans to the person for help if the participants equipment does not work properly.  8 ❖ Interactions among group members will depend on the purpose of the meeting. ❖ Eye contact can be used to help gain attention or control a discussion.  9 1) Round table (circle) Used when seeking a true cooperative form of decision-making. Reduces the appearance of rank differences between participants. 2) U-shaped To accommodate larger meetings (10 -12 members). Enable leader to sit in the middle of the U to maintain eye contact & enable members to see each other & less likely to engage in side conversations. 3) Rectangular Leader sits at one end of the table to allow him to control the discussion. All communication tends to flow toward the head of the 12/22/2022 table (where the leader is seated). 6.4 PREPARING FOR A MEETING GUIDELINES TO PLAN FOR MOST BUSINESS MEETING Establish a Determine a Reserve a Key an meeting meeting time meeting room agenda folder Arrange for Notify the Use reminder Organize Prepare the needed meeting systems meeting meeting room equipment participants materials  11 ❖Establish a meeting folder Set up a folder & use to collect items related to the meeting. i.e. list of attendees, agenda, notes & copies of materials to be distributed. Create an electronic folder to store documents related to the meeting. ❖Determine a meeting time You may be told the time at which a meeting is to take place. In some cases, you may have to schedule a time when all needed participants can attend. Contact each person with a couple of suggested meeting times & ask for the most convenient time. If the participants are all from within your organization use calendaring software, just check each person’s calendar for an available time.  12 ❖ Reserve a meeting room When you know the date, time and location of the meeting, check to see if the desired meeting room and time are available. ❖Key an agenda Agenda – a document that lists the topics to be discussed at a meeting and other related information. Send a copy of the agenda prior to the meeting to all participants. The topics should be stated concisely & listed in the order they will be discussed. The starting time of each agenda item may be listed, along with breaks in the program. The person leading the discussion may be listed. Relevant items such as the meeting rooms or materials required may also be included.  13 ❖Arrange for needed equipment The purpose of the meeting will normally determine the kind of equipment needed. Rooms may be equipped with electronic projection systems, but video conferencing equipment may be required. Special equipment may be needed if the information will be broadcast at an off-site location.  14 ❖ Notify the meeting participants Notify ASAP of the time, place, approximate length, and purpose of meeting Identify any materials or supporting documents they should bring. ❖Use your reminder system Mark the calendar with meeting time & place. Use a tickler file, or calendar reminder system to help schedule the details of meeting and remind you on all aspects of the meeting (Eg: must prepare 20 copies of a report to present at the meeting).  15 ❖ Organize meeting materials Notepads, pencils, file folders, ID badges, parking stickers are examples of these items. Organize materials & handouts that need to be distributed at the meeting, i.e. reports, letters, etc. ❖ Prepare the meeting room Room temperature should be comfortable & seating arranged to fit the meeting style. Room arrangement in which all participants can be seen & heard & presentation aids should be positioned & near the leader and can be seen by everyone. Ensure the equipment is present & working properly.  16 SAMPLE OF DOCUMENTS – NOTICE OF MEETING  17 SAMPLE OF DOCUMENT - AGENDA AGENDA ADMINISTRATION STAFF MEETING SEPTEMBER 3, 2010 1. Report on previous administrative division staff meeting a. Power holdings extension b. Procedures and dateline for projected budgets 2. New promotional campaign 3. Change in employee benefit: a. Eye-care promotional offer b. Life Insurance 4. Unfinished business 5. Adjournment Adjournment – an ending or closing.  18 SAMPLE OF DOCUMENTS – NOTICE & AGENDA OF MEETING  Infographic Style 6.5 PARTICIPATING IN MEETINGS LEADER’S PARTICIPANT’S RESPONSIBILITY RESPONSIBILITY Leading VS Participating in Brainstorming a meeting Evaluate the Minutes of meeting You can simply impress your meeting audience and add a unique zing and appeal to your Action Plan Presentations. Get a modern PowerPoint Presentation that is beautifully designed. Conten ts Conten ts Follow-up  20 LEADER’S RESPONSIBILITY LEADING The meeting leader should keep the purpose in mind while planning and conducting the meeting. A good meeting leader conducts a meeting in an assertive way that accomplishes the goals of the meeting. He/she also uses a non-aggressive communication style that makes everyone feel comfortable.  Guidelines of a non-aggressive yet assertive communication style: 1 2 3 4 5 Make the Be familiar Offer Always Manage the goals of the with the suggestions willing to time for the meeting background and ask listen to meeting. clear to all material & questions other’s Begin and end participants. have relevant during the suggestions. the meeting at documents at meeting. the appointed hand. times.  Guidelines of a non-aggressive yet assertive communication style: 6 7 8 9 10 Keeps the Ensures that Remains Summarize Identify clearly meeting on all open to new the the duties or topic and participants and creative decisions or tasks assigned moving toward have an approaches. plans that to each group a solution or a opportunity have been member in consensus – to take part made during following up or common in the the meeting. completing agreement/ discussion. plans. mutual understanding.  23 BRAINSTORMING Offering ideas or suggestions in an effort to find a solution to a problem or to create a new approach. The objective is to come up with as many ideas as possible. Rules of brainstorming 1. All ideas are recorded, no matter how unrealistic they may appear to be. 2. Criticism of ideas is not allowed until all ideas have been expressed – so that it will not hinder the flow of ideas or defeat the purpose of brainstorming. 3. Explanations & combinations of ideas are encouraged. The value of brainstorming is that one idea may build upon another. A meeting leader must be willing to give time to the process and encourage everyone to take part.  24 EVALUATING THE MEETING Leaders may consider questions such as the following to help evaluate the meeting: ❖ Did everyone in attendance actively take part in the meeting? ❖ Did everyone seem interested and involved in the discussion? ❖ Were the goals of the meeting accomplished? ❖ Were appropriate decisions made? ❖ Can I improve the ways I handled the issues or related to the people present?  25 PARTICIPANT’S RESPONSIBILITIES The degree to which you participate during a meeting will depend on the purpose of the meeting, where it is held, and the planning that has been done. PARTICIPATING IN A MEETING Reading the meeting notice, the agenda, and any related materials received before the meeting. Arrive on time to the meeting and contribute thoughtful/ well-researched comments. Listen nonjudgmentally to others, respect the leader’s role, and be courteous to others. Always try to contribute in a positive way to the success of the meeting. Give your full attention to the meeting and do not answer text messages, emails or hand phones during meetings. Cell phones and pagers should be turned off or placed in silent mode.  Infographic Style MINUTES OF MEETING MINUTES QUORUM MOTION SECOND Content HereA minimum Minutes - an official record of A proposal A formal the proceedings of a meeting. number of formally statement Consists of details actions people who made in a of support taken by a group and provide must be present meeting. for a readers with concise record of to conduct motion. what took place at a meeting. business at a Should not be word-for-word meeting. transcript of the meeting It must give a clear, accurate and complete accounting of the happenings of the meeting.  27 o Information appears in a Minute of Meeting ❖ Name of group, committee, organization or business holding the meeting ❖ Time, date, place and type of meeting (weekly, monthly, annual) ❖ Name of presiding officer ❖ Members present and absent ❖ Reading and approval of the minutes from the previous meeting ❖ Committee or individual report ❖ Names of the persons making a motion or giving a second and whether the motion was approved ❖ Unfinished business (includes discussion and action taken) ❖ New business (includes discussion and action taken) ❖ Time, date and place of next meeting ❖ Time of adjournment ❖ Signature of the individual responsible for the minutes  28 SAMPLE OF DOCUMENT – MINUTES OF MEETING  29 SAMPLE OF DOCUMENT – MINUTES OF MEETING  PREPARING THE MINUTES 1 2 3 Use a parliamentary Record the procedures important points of Record the names reference source discussion. of the persons (Robert’s Rule of making a motion or Order) seconding a motion. To help you understand Note the action Motions should be better the meeting taken or the recorded verbatim. proceedings & correct conclusion A statement should use of meetings reached. be made in the terminology. minutes as to Eg: motions should be whether or not the recorded word for word. motion was passed.  31 Sometimes, corrections need to be made to the minutes before they can be approved. ❖ If only a few words affected – draw lines through the incorrect words & put the proper insertions above the corrected words. ❖ If more than a few words affected – lines drawn through the sentences or paragraphs to be corrected & the changes are written on a new page. ❖ The page number of each correction should be indicated on the original minutes. ❖ The minutes should not be changed after they have been read & approved in the meeting.  32 ACTION PLANS Developing an action plan (a description of tasks to do or action to be taken after a meeting) to solve a problem or accomplish task is appropriate. It focuses on the action to be taken after the meeting rather than simply recording the proceedings and this can replace the traditional minutes of a meeting. The basic information of meeting listed in an action plan: ❖ Topic of the meeting, date, chairperson’s name, & the recorder’s name. ❖ Specific actions to be taken & the person(s) responsible. ❖ The deadlines for the actions & completion dates. ❖ Key issues discussed & the participants. ❖ The meeting length. ❖ Announcement of the next meeting.  33 SAMPLE OF DOCUMENT – ACTION PLAN  34 FOLLOW-UP AFTER THE MEETING ❖ Make calendar or reminder notations for any item from the meeting that will require future attention ❖ Prepare minutes or action plan as soon as possible. Ask the chairperson of the meeting to review the minutes before they are distributed to be sure there are no omissions or errors ❖ Complete any correspondence related to the meeting. Write thank-you letters to speakers or resource persons ❖ Items to be added to the agenda for the next meeting should also be noted.  35 6.6 TELECONFERENCES Teleconference is a meeting of three or more people in different locations using a telecommunication system. It can be used to deliver training, exchange information or discuss problems & make decisions. Types of Teleconferences: ❖ Conference Calls ❖ Video Conferences ❖ Web Meetings  Advantages & Disadvantages of Virtual Meetings ❖ Less chance for effective ❖ Savings in travel brainstorming on issues time and costs – meals & hotel rooms. ❖ Less spontaneity among ❖ Bringing people individuals because of a together who have structured environment expertise in a number of different areas with a ❖ No chance for the minimum of effort interaction before or after the meeting that is often so effective in face-to-face meetings  37 TYPES OF TELECONFERENCES a. Conference Calls (Audio Conferences) A meeting in which a number of people can take part via telephone. Involves using speakerphones or a meeting room with microphones and speakers. b. Video Conferences A meeting in which two or more people at different locations see and hear each other. Use equipment such as computer, video cameras and microphones. A web camera, a microphone and speakers may be connected to computers and used to transmit video and audio to other computers (Eg: Skype, Zoom). Video conference room may be used to provide equipment for use by several people.  38 c. Web Meetings Is a meeting in which two or more people at different locations communicate and share information via computers and a network connection. Can see video of one another, talk in real time, and exchange information via computers. Participants may speak with one another via traditional telephone conference while using meeting software to share information. Eg: Microsoft Lync and Skype PREPARING FOR A TELECONFERENCE Reserve the conference room & necessary equipment, if a special room is to be used. Notify the participants of the date, time, length, & purpose of the meeting – include name & phone number of a contact in the event of technical problem. Prepare & distribute any related materials well in advance of the meeting – If several documents are to be sent, use descriptive file names to make it easy to identify the documents during the meeting. Verify that the documents are in a format the recipients can use. cont. Prepare & distribute an agenda well in advance of the meeting. The room may be equipped with computers, an electronic tablet or other systems for sharing documents during the meeting. Be sure these systems are operating properly. Arrange for a technician or coordinator of the telecommunication services to be available during the conference. Learn the less complicated technical details of using the equipment so that you can expand your skills and knowledge in this area.  END OF CHAPTER 6