MEETINGJamilah HusainManagerDiploma in Management with MultimediaDiploma in Management/MarketingWith Multimedia MULTIMEDIA COLLEGE

Definition:

Websters Dictionary defines the word meeting as an act or process coming together; an assembly for a common purpose.

From the Wikipedia, the free encyclopedia:

two or more people come together for the purposeof discussing a (usually) predetermined topic, oftenin a formalized setting.

MULTIMEDIA COLLEGE

Audit Commission Report:

a meeting can be defined as a business orprofessionally oriented gathering of two or morepeople.

There are literally as many kinds of meeting as there are kinds of people who attend them. But the basic rules of good management can be applied to every meeting whether it is a sales, staff, negotiation, board or other type of meeting, the fundamental principles are the same. The same rules apply to the organizer, chairperson or straightforward participant: t is merely their roles that are different. MULTIMEDIA COLLEGE

TYPES OF MEETINGFalls into 4 categories:

Informative/Advisory - both to give and receive info and thereby to keep in touch to coordinate activities to record progress towards stated goals

Consultative resolving objections involving people in change or a new course of action simply to get to know people, as a means of fostering greater understanding between colleagues MULTIMEDIA COLLEGE

TYPES OF MEETINGFalls into 4 categories:

Problem-solving - to create idea to identify alternative courses of action to initiate that action to share responsibility

Negotiating to create an agreement or contract to find the best solution, quite often a mutually agreeable compromise MULTIMEDIA COLLEGE

WHAT MAKES MEETING PERFECT?Purpose all members know and understand the purposeof the meeting and its desired outcomes.

Agenda the framework upon which the meeting rests, organised to achieve the purpose and outcomes of the meeting.

Participants those with insights or expertise are invited toAttend, along with those who have the authority to implementAgreed action.

Chairperson the chairperson guides the discussion withreference to the agenda, accommodating the varying needsand sensitiveness of those present and keeping the meetingheading in the direction of the desired outcome. MULTIMEDIA COLLEGE

WHAT MAKES MEETING PERFECT?Agreed action before the meeting is over the chairperson shouldsummarize clearly what has been achieved and agreed.

Follow-up the meeting secretary records all the decisions and actionpoints in the minutes, so that everyone can easily see what they arerequired to contribute to the agreed action from the meeting. MULTIMEDIA COLLEGE

PLANNING FOR A MEETING Who should attend? The following people

Those with information to give to the meeting Those who will gather useful info from the meeting Those with expertise to contribute to the meeting Those who, for the sake of office protocol, need to be invited Those who maybe able to provide balance in areas of instability or conflicts Those who are empowered to implement any actions agreed MULTIMEDIA COLLEGE

SETTING THE AGENDA The agenda has many functions:

It can communicate certain expectations to everyone involved, well in advance of the meeting. Later it will act as a script, or mechanism, via which the chairperson can steer the meeting. Ultimately, it will also serve as a standard or measure of success. MULTIMEDIA COLLEGE

CREATING AN AFFECTIVE AGENDA Consider carefully who should attend. Cover a few major points or issues which have a common threat. Structure the agenda carefully, but loosely, to allow scope for discussion. Try not to focus on problems, but to look at the opportunities for improvement they represent keep positive. Be specific about time allocated to each issue or topic. MULTIMEDIA COLLEGE

AGENDA SEQUENCE A logical order. Routine items. Any special factors in this particular meeting. Any difficult or contentious items. The balance between urgent and important topics. MULTIMEDIA COLLEGE

AGENDA FOR FORMAL MEETING Title, date, time and place of the meeting. Apologies for absence. Minutes of the previous meeting. Matters arising from the previous meeting. Other items to be discussed and decided. Any other business. Date, time and place of the next meeting. MULTIMEDIA COLLEGE

BEFORE THE MEETING Planning for people. Planning for place - location. Planning the room layout. Adopting the room layout fixed, semi-fixed or flexible. MULTIMEDIA COLLEGE

THE MEETING IN PROCESS MULTIMEDIA COLLEGEUnderstanding Groups:The most powerful interests in any meeting far morePowerful than the purported objectives of the meetingItself are the basic human needs of the participants.These include:

Economic well-beingA sense of belongingThe need for recognitionControl of ones own life

THE MEETING IN PROCESS MULTIMEDIA COLLEGEGroups behavior:

Acceptance and integrationThe Chairpersons approachNewly established groupCommunication within the groupGroup objectivesGroup control

APPROACHING THE MEETING MULTIMEDIA COLLEGEThe First Act The Chairperson opens the meetingPresentationChairpersons preparationEstablished objectivesEstablished time-scaleConsider othersStimulate discussionLimit conflictsExpect the unexpected

STEERING THE MEETING MULTIMEDIA COLLEGEEveryone has the potential to influence the meeting, irrespective of their roles. There is no reason why theChairperson should take all the initiatives or do all the work.

Anyone can steer the meeting by being aware of its process.Are the participants listening, giving their full attention tothe topic, or arguing? If the chairperson does not or cannotintervene, there are a number of approaches you can take yourself:

STEERING THE MEETING MULTIMEDIA COLLEGE Bringing in Relieving tension Mediating Summarizing Dramatic movements Increase the irrelevancies Leaving quietly Ten minutes more

MINUTES OF THE MEETING MULTIMEDIA COLLEGE When and where the meeting was held Who chaired the meeting Who were present Who sent their apologies, if absent A statement that the agenda was adhered to e.g. that the minutes of the previous meeting were agreed and signed A few lines summarizing reports, including file number, so that members can obtain copies if they wish A summary of any discussion that followed the reports All motions and amendments in the exact form they were put by the chairperson

MINUTES OF THE MEETING MULTIMEDIA COLLEGE The names of the propose and seconder of each motion and amendment A summary of the main points of the discussion The number of those voting The decision taken on each proposal Who is taking what action and when The date of the next meeting

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