Handling Meeting

8/3/2019 Handling Meeting

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HANDLING MEETING


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Meetings

This is when two or more people come together.

The purpose of discussion is on predeterminedtopics and in a formalized setting.

In such meetings takes place for a discussionbetween different people at different locations.(conference hall, teleconference, e-meeting

Note:

Such meeting must be executed with properplanning or else this will result in good waste of

precious resources.


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Style of Meeting

A. Formal Meeting:They are governed by a set

of rules or standing order. These rules arealready made and agreed upon as meetingnorms.

i. A Chairpersonii. A secretary

iii. Standard period of notice

iv. Proper agendav. Minimum attendance (for reaching valid

agreement)


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B. Semi Informal Meeting:(all meetings neednot having formal setting)

i. They are ideal for problem solving

ii. Brain storming

iii. Discussion of local issuesiv. Giving feedback on progress

v. Appraisal workshop

Note:

They are generally conducted due to timeconstraints. E.g. (morning meeting, reviewmeeting, daily action plan, next agenda, etc)


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C. Informal Meetings: They mark the immediacyof the problem and resolving issues / problems

quickly and easily.

They serve a variety of purposes like:

a. Impromptu meetings: water cooler, canteen,

sanitation, fans, lights etc.

b. Virtual meetings: video conferencing, e-maildiscussion group, chart room etc. (this is mainlydue to time constraints and distance traveling)


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Agenda of a Meeting

Agenda refers to a list of points that needs to be

discussed at a meeting.

Agenda helps the Chairperson to structure the

meeting and for secretary

This keep track on the progress made and

required points discussed.

This is also a document which provides an outline

of the business.


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Planning an Agenda: It very important and to beprepared before a meeting.

This not only covers the points need to be discussed butalso the proposed goal of the meeting.

Guidelines - while preparing agenda:

1. Make agenda specific

2. Keep number of items within reasonable limits.

3. Avoid topics which can be handled by individuals orany group independently.

4. Allot separate time for information exchange andproblem analysis from problem solving because weneed more time in problem solving. (give importance

to each factor as required)


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5. Specify start and finish time.

6. Circulate the agenda among the members of themeeting.

7. Supply relevant background information where everrequired.

8. Decide your approach how you want to process the

meeting (e.g. noting down members opinions,remarks, how to introduce each topic as it progressetc)

9. Gather all handouts, materials, visual aids, etc)


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Form of Agenda: They consist ofa. Heading: That is, Date, Time, Location.

b. Body: That is, points needing discussion.

Note:Points on a typical agenda may include

i. welcome/open meetingii. Support for absence (backups)iii. Approval of minutes of previous meetingiv. Matters arriving from previous meeting

v. List of specific points to be discussedvi. Any other point from participant/svii. Arrange / announce details of next meetingviii. Close meeting.


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Minutes of Meeting

This is an official record. Its copies to be given to the

member participants.Minutes generally begins with:

a. organization name

b. place of meetingc. date and time of meeting

d. list of members present and their positions in the

organizationAll decisions made, are recorded for action process.

Minutes are signed by the secretary and followed by themembers signature.


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Preparing minutes

While writing minutes keep following key points in

mind:1. cover the key points only.

2. mention summary but try to remain as close as

to the exact meaning.3. keep record of who said what and suggestions.

4. use simple / short words, simple sentencesconstruction

5. use past tense (it was conducted, so and sosaid, etc)

6. if you miss any conversation, dont hesitate,

ask who said what)


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Note:

While meeting under progress, make note of points but keeptrack of total discussion.

As soon as the meeting is over, begin to work on minutes withall details keeping in mind the relevant points.

Maintain the same style as they were recorded in the previousmeeting.

Follow three basic recording style:

1. Report: Full record of discussions including names ofspeakers, seconders, movers.

2. Minutes of Narration: Some of important discussions with

details.

3. Minutes of Resolution: All resolutions passed)

minutes are legal documents


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Contents of the minutes1. Name of the unit: (e.g. Finance / Food / Canteen

committee / Board of Governors etc)

2. Date, Time, Place of the meeting:

3. The number of the meeting if it is in a series: (e.g.second fortnight, weekly, monthly etc)

4. Name of the Chairperson of the meeting:5. Names of members present with position detail:

6. Names of the members who couldnt attend:

7. Names of those who attended by invitation:8. Record of transactions:

9. Signature of secretary, and chairperson.


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Participating in meetings

Members need to contribute thoughtfully and not to passtime. Follow certain norms:

1. Arrive on time.

2. Prepare yourself to discuss agenda.

3. Contribute that are relevant to subject.4. Present ideas clearly to avoid confusion.

6. Listen carefully all points being discussed.

7. Encourage good ideas from others.8. Keep interest continued till end.

9. Never indulge in private conversation while others arebusy discussing important issues.

Ch i i i


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Chairing meetingSuccess of a meeting depends on chairpersons ability.

Follow these:1. Arrive early2. Declare the meeting open3. Calls for apology where necessary4. Lead discussion point by point

5. Encourage fee exchange of ideas6. Keep control on debates and disagreements7. Answer questions put by members8. Sum up debates frequently on each issue9. Follow the agenda exactly as set out11. Ensure correct recording of messages and decisions12. Announce the date of next meeting13. Exchange light conversation to keep members fresh14. Close the meeting.


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Each members responsibility

> Keep meeting on track

> Follow agreed-upon rules> Encourage participation

> Participate actively

> Close effectively

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Note: Use advanced technologies in conductingmeetings (e-mail, video conferencing, any otherfacilitates)

(Refer to page 44 48 for elaborate insight)

Documents

Handling Meeting