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Meetings: Priya 10012 Kamesh 10013 Swaroop 10015 Sudhakar 10016 Pooja 10017

This document provides information about meetings, including definitions, purposes, types, and how to conduct effective meetings. It defines a meeting as a gathering of two or more people to achieve a common goal through discussion. Meetings are held to solve problems, make decisions, develop plans, or share information. The document outlines how to create an agenda, conduct different types of meetings, assign roles to members, arrange the meeting space, and overcome ineffective meetings. It emphasizes starting and ending on time, having clear objectives, assigning action items, and publishing meeting minutes.

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Vijay Swaroop
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128 views33 pages

Meetings: Priya 10012 Kamesh 10013 Swaroop 10015 Sudhakar 10016 Pooja 10017

This document provides information about meetings, including definitions, purposes, types, and how to conduct effective meetings. It defines a meeting as a gathering of two or more people to achieve a common goal through discussion. Meetings are held to solve problems, make decisions, develop plans, or share information. The document outlines how to create an agenda, conduct different types of meetings, assign roles to members, arrange the meeting space, and overcome ineffective meetings. It emphasizes starting and ending on time, having clear objectives, assigning action items, and publishing meeting minutes.

Uploaded by

Vijay Swaroop
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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A

Presentation on
MEETINGS
By

Priya
10012
Kamesh
10013
Swaroop
10015
Meetings
Definition

 “A meeting is a gathering of two or more


people that has been convened for the
purpose of achieving a common goal through
verbal interaction, such as sharing
information or reaching agreement, etc.”
We Have
A Meeting
Why to have a ‘Meeting’
 To solve a problem.
 To make a decision.
 To develop a plan.
 To gather or convey information.
 To get a response to information.
Creating An Agenda
 State the purpose of the meeting.
 Organize items to be discussed in
order of their importance,
starting with top-priority topics.
 Describe each item to be
discussed, and explain why it
must be addressed.
 Set time limits prior to
discussion.
Types of Meetings
Types of Meetings

Formal meetings

 Annual general meeting


 Statutory meeting
 Board meeting
Types of Meetings

Informal meetings

 Management meeting
 Departmental meeting
 Working parties
EFFECTIVE MEETING
 Discuss and practice several
meeting methods: brainstorming,
agenda, group consensus and the
action register.
 Gain knowledge of the importance
of careful meeting preparation.
 Write meeting objectives.
 Recognize some different
personalities and learn some tips
for handling some group
interaction problems.
 Participate in a meeting with
prepared notes and agenda.
 Create an action plan for meeting
effectiveness.
 Complete post work assignment
to participants’ satisfaction.
Conducting Meeting
 Set up the meeting room to
encourage an open exchange.
 Post the agenda in a visible
place.
 Start the meeting on time.
 State the meeting’s purpose, and
briefly review agenda items and
the time allocated to each.
Meeting Room Arrangements
 Theater Style X
 Leader has great power by position.
 Participation and interruption by audience is limited.

X
 U-Shaped Style
 Equality of membership.
 No doubt of who the leader is.
 Good visibility for visual aids.

 Circle Style
 Democratic: equality is stressed.
 Great visibility by participants.
 Obvious body language.
 Excellent participation.
Oops!
Meeting failed?
Meetings are said to be failed when
they are Unproductive i.e., ineffective.
 Reasons
 There is no agenda/organization.
 Purpose of the meeting is unclear.
 The leader/boss tries to accomplish
too much.
 The meeting starts late.
 Too many people are at the meeting.
Negative
Roles/Behaviors
Ways for overcoming
ineffective meeting
Before the Meeting

• Define the purpose of the meeting.


• Identify the participants.
– Every invitee should have a role.
– Identify a recorder or secretary.
• Prepare an agenda in advance of the meeting.
– Communicate the intent of each agenda
item using labels such as (A) Action,
(I) Information, (V) Vote.
– Identify estimate of time allocated to the
agenda item.
Before the Meeting,

Prepare or identify background


information.
Assign responsibilities for agenda items
and communicate to those responsible.
Publish the agenda and identify
background information to be reviewed.
Plan for breaks – lunch, coffee, etc.
Before the Meeting,
Think through the conduct of
the meeting
- Use a trusted member of your staff or
deputy.

Consider logistics
– Room – layout (incase of hall),
seating, distractions, etc.
– Support items – projector, white
board, pens, etc.
During the Meeting
• Arrive early
– Arrange the room if necessary
– Distribute handouts.
• Begin on time.
• Introduce members if not familiar;
introduce visitors.
• Establish ground rules, if necessary.
During the Meeting,
Control interruptions
Identify and record results.
Assign responsibilities for following-up –
Action Registry (Maintains record of
names).
End on time.
Thank participants for their input and
reinforce the importance of outcomes on
the organization.
After the Meeting

• Publish the minutes promptly.


• Identify responsibilities for action
items.
• Assess the meeting.
Member Roles
Member Roles – The Chair
• Prepare for the meeting.
• Appoint secretary/minute taker if there is
not a regular.
• Conduct and control the meeting.
– watch timing or assign someone to this
responsibility
– ensure all have an equal opportunity to
speak
– adjudicate as and when necessary
– effect compromise on occasion
The Chair,
Close each item
– Ensure action is clear
– By whom and by when
Check that the minutes are
produced accurately and in
timely manner
Member Roles – The Secretary
• Ensure agenda and relevant papers are distributed
in time with date, time and place of meeting.
• Prepare and book the meeting space if necessary.
• Have background papers and information for the
chair.
• Carry a copy of: The constitution, rules of
procedure, previous minutes.
• Record names of attendees and apologies for
absence - check quorum.
The Secretary,
Take notes of what is said and decided
Minimum necessary:
– mixture of mnemonics and full transcript
– amount of details he sets depends on nature and
purpose of meeting
– must be enough to enable accurate minutes
Essential to have:
– gist of discussions
– exact words of proposals
– names of those proposing and seconding
– names of those responsible for future actions
Write the minutes - preferably as soon as
possible
The Individuals
 Members who attended the
meeting.
 As an individuals they need to
know their roles and accelerate at
meetings.
Lets see the video of meeting.
QUERIES?

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