Presented by Joey Phuah SY

What is Meeting?

Two or more people come together for the purpose of discussing a (usually) predetermined topic such as business or community event planning, often in a formal setting.

What is Meeting?

What is the Purpose of the Meetings? To socialize, network and build relationships

To present information that cannot be presented in any other way

To obtain input and feedback from people where there will be greater richness of idea through interaction

To make decision where the group is truly the decision-maker

To celebrate success

Meeting Management

A set of skills

Very expensive activities because the cost of labor for the meeting

Types of Meetings

Annual General Meeting (AGM)

Weekly Committee Meeting Monthly Committee Meeting Quarterly Members Meeting Event Planning Meeting

- Hallowen Night- Deepavali Celebration- Bowling Inter College Competition

Documents for Meeting

Notice of Meeting

Previous Meeting Minutes

Attachment for Discussion

Notice of Meeting

Agenda

A list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment.

It usually includes one or more specific items of business to be considered/ discussed.

Developing Agendas

Think of what overall outcome you want from the meeting and what activities need to occur to reach that outcome

• Design the agenda and circulate to all participants so that they get involved early by having something for them to do right away and so they come on time.

Keep the agenda posted at all times

Developing Agendas

Do not overly design meetings, be willing to adapt the meeting agenda if members are making progress in the planning process.

Ask participants if they’ll commit to the agenda.

Developing Agendas

Think about how you label an event, so people come in with that mindset.

Give participants a chance to understand all proposed major topics – circulate the agenda and previous meeting minutes at least one week before the meeting.

Exercise 1

1. Form a group of committee consists of President, Secretary and other committee members

2. Develop an agenda on the “Teambuilding Event” – first meeting.

Opening Meetings

Always start on time; this respects those who showed up on time and reminds late-comers that the scheduling is serious.

Welcome attendees and thank them for their time.

Opening Meetings

Review the previous minutes at the beginning of each meeting before further to the agenda

Clarify your role (s) in the meeting

Time Management

One of the most difficult facilitation tasks is time management – time seems to run out before tasks are completed.

Time Management

Therefore, the biggest challenge is keeping momentum to keep the process moving. You might ask attendees to help you keep track of the time.

Evaluations of Meeting Process

It’s amazing how often people will complain about a meeting being a complete waste of time – but, they only say so after the meeting.

Get their feedback during the meeting when you can improve the meeting process right away.

Evaluations of Meeting Process

Evaluating a meeting only at the end of the meeting is usually too late to do anything about participants’ feedback In a round-table approach, quickly have each participant indicate how they think the meeting is going.

Evaluating the Overall Meeting

Leave 5 – 10 minutes at the end of the meeting to evaluate the meeting; don’t skip this portion of the meeting Have each member rank the meeting from 1 – 5, with as the highest and have each member explain their ranking.

Evaluation Areas:

1.Content (Agenda)

2.Time 3.Outcome 4.Efficiency 5.Problem Solving 6.Action

Evaluating the Overall Meeting

Closing Meetings

Always end meetings on time and attempt to end on a positive note.

Closing Meetings

At the end of a meeting: 1.Review actions and assignments 2.Set the time for the next meeting

(ask each person if they can make it or not – to get their commitment

Clarify that meeting minutes and/ or actions will be reported back to members in at most a week (this helps to keep momentum going)

Meeting Minutes

1. Draft the minutes and send to President/ Advisor for verification (5 days)

2. President/ Advisor to verify the minutes before sending to all members (3 days)

3. Circulate the approved minutes to all members

4. Members to feedback on the minutes before the next meeting

Meeting Minutes Minutes should cover four elements:

1. Attendance- What were the date and location?- Who showed up?

2. Decisions- What was the purpose of the meeting?- What decisions were made and why?

Meeting Minutes

3. Responsibility- Who’s taking responsibility to implement the decision?

4. Progress - What progress have the people made who took responsibility toward achieving the decisions made in past meetings?

Minutes of Meeting

Attendance

Heading Present

Absent

Agenda according to the Notice of Meeting

Person in-charge

Confirmation of the previous meeting minutes as correct

Minutes of Meeting

Any topics that not in the agenda

Meeting finish at 6.10pm needs to be recorded

Secretary of the meeting to write the minutes of meeting

Chairperson of the meeting to vet the minutes of meeting

Exercise 2

1. Conduct the first meeting of the “Teambuilding Event” according to the agenda

Question

Thank you