Meetings

Meeting
Planning • Meetings: A meeting can be defined
as a gathering or an assembly of
getting together of a number of
persons for transacting a lawful
business having certain number of
purposes.
• Meetings are the most popular
method of interactive communication.
They facilitate direct face-to face
communication and are essential at
various levels in all organisations.
When there are two or more persons,
there is a meeting structured or
otherwise. They serve the valuable
objective of facilitating exchange of
information, fostering of team spirit

and commitment to common goals to waste of time, effort and

and objectives. resources.
Meetings Need /Purpose of Meetings:
The following are the necessity for
• Meetings of marketing people with holding meetings in business
prospective customers while organisations:
launching a new product of service 1. To save time in communication.
helps in clearly bringing out the 2. To instruct a group for a specific
significant future of the product by purpose that is for briefing,
clarifying the finer points. 3. To discuss and solve problems relating
to business.
Similarly, meetings with computer
4. To resolve conflicts, confusion and
personnel facilitate detailed and
disagreement among groups.
effective planning of connectivity, 5. To give and get new ideas and
networking, etc. while meetings immediate reactions.
that are effective contribute to the 6. To generate enthusiasm and positive
decision-making with positive attitude.
results, ill defined meetings leads
7. To learn from others and also to train have a direct bearing on cooperation,
others. listening, participation and trust.
8. To arrive at consensus on issues, • Structure is the way in which both the
Components of Meetings information and the participants are
organised to achieve the
• A meeting can be divided into the purpose/objectives of the meeting.
following three main components: Types of Meetings
• Content is the knowledge,
information, experience, expertise,
There are many different types of
opinions, ideas, attitudes and
meetings; here we focus on those used to:
expectations that each individual a) Inform
brings to a meeting. b) Consult
• Interaction is the way in which the c) Solve problems
participants work together to deal d) Make decisions
with the content of a meeting. This a) Informing Meetings
includes the feelings, attitudes and • These are the most straightforward
meetings where one member, usually
expectations of the participants which the chairperson, has factual information
or a decision which affects all those

present, which he/she wishes to Types of Meeting cont….

communicate. Such meetings tend to be
formal as their aims are to give the d) Decision Making Meetings
members a real understanding and to • These types of meetings tend to follow an
discuss any implications or how to put established method of procedure:
such information to best use. • Description of the problem
• Analysis of the problem
Types of Meeting cont….
• Draw out ideas
b) Consulting Meetings
• Decide which is best
• These are meetings used to discuss a specific policy
or innovation and can be used to get participants'
• Reach conclusions
views of such a policy or idea. An example could be: e) Formal meeting: When any meeting is
• Review a current policy arranged by following official formalities, rules
and decorum then it is called a formal meeting.
• State its deficiencies
f) Informal meeting: When any meeting is
• Suggest change
arranged without maintaining official rules and
• Stress the advantages of such change regulations, it is called an informal meeting.
• Admit any weaknesses Such a meeting can be called upon by giving
• Invite comments short notice using informal media.
c) Problem Solving Meetings 4 P’s of Meeting
• These meetings are dependent upon the chairperson
describing the problem as clearly as possible.
Members should be selected according to their
experience, expertise or interest and then given as
1) PERSON/PEOPLE 💻
much information as possible to enable them to
generate ideas, offer advice and reach conclusions.
Who is running the meeting and who needs to BLISS strategy for effective Meeting
be involved?
2) PURPOSE 🔎 B – Be efficient-
What are the clearly defined reasons for • Assigning members time-intensive and tedious
tasks as homework to avoid going through material
working on the issue?
and reports during a business meeting
3) PRODUCT ☑ • Only inviting the most critical members into a
meeting
What do we expect to achieve (objective)?
• Having a timekeeper to alert members about the
4) PROCESS 📊 remaining time in each agenda
What team processes will we use? • Facilitation techniques such as simultaneous
documentation to allow quick development of
BLISS strategy for effective ideas and content
L – Look back: Look forward-
Meeting • Producing a project plan that emphasises a
project’s immediate needs
B – Be efficient • Highlighting primary achievements on a project’s
schedule
L – Look back: Look forward • Summarising significant activities that have
contributed to a project’s current state
I – Insist on accountability • Asking team members and leaders to prepare for
potential challenges or issues
S – Simplify the agenda
S – Stay focused

BLISS strategy for effective Meeting • Start by explaining to the

members the overall objects or
• I – Insist on accountability
• Develop a flip chart detailing the chores assigned to goals of the meeting.
each member and their respective due dates
• Ensure that each member confirms that they have • Analyse the existing scenario and
understood their given tasks and roles formulate the planning details
• Allow members to suggest when they can complete
the duties – if need be, negotiate with them. • Review the plan’s content and
• Review past action items at the start of the update
meetings confirm its development
• Elaborate on the repercussions of not completing
the given tasks at the beginning of the project Preparations Needed for the
• S – Simplify the agenda
• For a short and effective meeting, you need to make
Meeting
the agenda consistent and straightforward. You can
achieve such by precisely showcasing what would If maximum contribution is to be forthcoming from
be dealt with in each update meeting. all participants, the purpose of the meeting should
Furthermore, distribute a meeting’s agenda early be recognised by all. The most tangible expression
enough to the members for them to prepare. of this is the agenda which should be circulated
beforehand to all those invited to the meeting. The
BLISS strategy for effective Meeting agenda should:
1. Give the time and place of the meeting.
2. List the topics to be covered, indicating who will
• S – Stay focused introduce them.
3. Have any relevant papers attached.
4. Give the time the meeting will close. 3. Persons for whom the notice is
5. The Agenda: This is the outline plan for the
meeting. In most formal meetings it is drawn up written.
by the secretary in consultation with the 4. Name of authorising person issuing
chairperson. The secretary must circulate the
agenda well in advance of the meeting, including the notice.
any accompanying papers. The secretary also 5. Information such as date, time and
requests items for inclusion in the agenda.
6. Regular meetings often start with the minutes place is given
from the last meeting followed by 'matters 6. Designing the notice in a way that it
arising' which forms a link with what has
happened in the previous meeting. Most attracts the attention of people who
meetings conclude with 'any other business' pass by the notice board.
(AOB) which gives everyone the opportunity for
any genuine last minute items to be raised; 7. To attract attention, enough space is
though more formal meetings may have AOB
items listed on the agenda.
left on all the four margin.
.Double space between each line.
Notice and agenda of a meeting
9. Choose the positive and polite tone
prepared and avoid all negative implications.
Notice of a meeting is prepared using the
following details:
Instructions for drafting an agenda:
1. Heading of the notice with subject and The instructions for drafting an agenda
purpose. are:
2. Date on which notice is written.

1. Prepare in advance for this purpose, taken up beginning from call to order
create an outline of issues and projects and ending with adjournment. It
needed by company.
2. Head your agenda with the date, includes specific items of business to
location, starting and ending time and be discussed and specific times for
expected attendees. one or more activities. It is also called
3. Welcome the colleagues with a short a docket.
note or appropriate quote. Keep your
welcome statement positive. • Minutes are a written document that
4. Recap that has been accomplished since accurately and objectively records the
the last meeting. If this is used to express essentials and are useful because
the goals for this meeting.
5. Add the items chosen from the outline to
people forget what was decided in a
the agenda. meeting if there is no written record
6 Leave space between agenda items so of the proceedings. They contain the
that meeting participants can take notes. main points of discussion, conclusions
Thus, notice and agenda are drafted.
reached and the tasks as to individual
Differentiate between a minutes members.
and an agenda Skills Required to Prepare a
• Agenda: An agenda is a list of meeting Minute:
activities in order in which they are
1. Name of the committee and date of meeting
should be stated at the beginning of a minute.
Prepare a format of minutes of
2. Members of the committee should be listed in the meeting
alphabetical order with the chair identified or
written after name. Format of Minutes
3. The purpose of making a minute should be stated
to provide a formal record of the decisions and of the Meeting
discussions occurring in a meeting.
[Add
4. At the start of the meeting, the chairperson may
wish to say a few words. If this is not a regular meeting/group
numbered agenda, it should be minted under a
separate heading. name] Date:
5. Each item number should be numbered and Location:
correspond with the item number given on the
agenda. Even each paragraph should be Invitees Attend: [Alpha list]
numbered within an item. Partners/Guests: [Name,
6. The minutes must record the actions to be taken
after the meeting and by whom. All this should be title, organisation] 1. First
recorded at the end of the paragraph.
Agenda Item: Notes:
7. Minutes should be written in the third person and
in the past tense. Additional Discussion Points:
8. Font size used is Times New Roman or Arial 10
and left and right margins are 2 cm.
Decision:

Meeting planning steps 1. Clarify Aim/Purpose – It is very

important, at the beginning of the
meeting, to clarify and agree the
• The Seven Step Meeting Process is a purpose of the meeting. This promotes
focus and clarity in the event of
methodology for improving the conversation drift, or if members feel
efficiency and effectiveness of lost in the process. There is also an
meetings. opportunity here for introductions (new
• The meeting process adheres to the members/guest presenters) and for
group members to highlight their
following timed agenda: reason for attendance.
1. Clarify Aim/Purpose 2. Assign Roles – There are 4 roles to be
2. Assign Roles assigned:
3. Review Agenda a) Leader – The team leader role is not
intended to be a power position, but
4. Work through Agenda rather a functional one. The leader can
5. Review meeting record be the person who called the meeting,
6. Plan Next Steps and Next Agenda or can ask for a volunteer to lead the
meeting. It is also appropriate to rotate
7. Evaluate
this role to support development of
Meeting planning steps cont…. group members.
Meeting planning steps cont….
b. Recorder – The recorder role is crucial to ensure that 3. Review Agenda and Times – This should be a quick
key ideas, themes and actions are recorded for all to review of proposed agenda items and clarification
see. Recording on flip charts around the meeting of late agenda submissions. Best practice would be
room is encouraged. This means the notes are there to ensure that all group members have an
for people to see and review before they add their opportunity to contribute and agree agenda items
thoughts. This minimises duplication that often beforehand. Once the agenda items are agreed, a
occurs because people are busy thinking and may short time should be spent agreeing approximate
miss a contribution someone has already made. time slots; this should take no more than a few
c. Timekeeper – The timekeeper keeps everyone on minutes. The group should avoid over analysis of
track with agreed timings for each agenda item, time slots – these can be renegotiated throughout
whilst also making appropriate contributions to any the meeting depending on progress. You may also
discussion. Once timings have been agreed for each wish to agree timings prior to the meeting to save
agenda item, the time keeper should follow a rule of time in the meeting
50%. If an agenda item has been allocated 10 4. Work through Agenda – The majority of the
minutes: meeting should be devoted to working through
-the timekeeper will call out “5 minutes left” at the agenda items. Steps 1 -3 and 5 -7 should take no
halfway point, longer than 5 minutes each, enabling an efficient,
-then “two and a half minutes left”, productive discussion focussed on the agenda
d. Facilitator – As much as possible the group should items.
identify someone with accomplished facilitation skills 5. Review meeting record – When the agenda items
for this role. The role of facilitator can be challenging have been discussed, the leader should take the
and may not be required for every group situation. opportunity to quickly review what has been
The facilitator will observe the meeting progress accomplished, the key actions and responsibility for
ensuring that all participants have an opportunity to follow-up.
contribute and that the group remains focussed on
the agenda and the process. Meeting planning steps cont….
Meeting planning steps cont….

6. Plan Next Steps and Next Agenda – Based on

what has been accomplished, the leader
should ask the group to determine what the
agenda items should be for the next meeting.
Consequently, the group should leave the
meeting with a clear understanding of the
purpose and focus of the next meeting.
7. Evaluate – This final step supports the group to
stay on track and improve future meetings.
There are 3 steps to evaluation. Each group
member should allocate a score ranging from 0
(worst meeting ever) to 10 (effective and
efficient meeting where expectations were
surpassed and progress was made). People
should write these down without conferring.
The purpose of the scoring is to demonstrate
the variation he next step is to ask each
participant for “one thing they liked” about the
meeting and “one thing that we could
improve”. This last question is extremely useful
to support continuous improvement of the
meeting process.

Thank You