Module 3 - Topic 5 Meeting and Conferences

7/30/2019 Module 3 - Topic 5 Meeting and Conferences

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Meeting &Conferences


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an event at which people meet to discuss anddecide things (Longman Online)

in a meeting, two or more people cometogether for the purpose of discussing a(usually) predetermined topic, often in aformalized setting

Predetermined topic Discuss Decide


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Enhancing employees confidence

Addressing staff gripe

Obtaining customer feedback

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Be Specific :

Objective

Outcome

Create an Agenda

Item prioritizeTime management

Prepare in advance 5


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1. Decide precisely what you want to accomplish during themeeting a decision, a plan, alternatives, understanding?

2. Determine who needs to attend and who can be copied onmeeting minutes. Plan roles for the attendees in advance.

3. Plan the content of the meeting the agenda and thefrequency and duration needed.

4. Plan how you will present each part of the agenda formaximum effectiveness. Consider your outcome anddetermine the methods and environment that best supportsit.

I prefer longermeetings that

meet lessfrequently

Assigning andagreeing roles

in advancehelps with

attendance

How will decisions

be made? Voting?Consensus?


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5. Plan what you will do after the meeting or betweenmeetings to be effective and to make progress likestatus updates, teleconferences, sub-teams.

6. Plan how you will evaluate the meeting as it is takingplace and afterward.

7. Reach agreement on meeting agenda, issues, and

materials with key participants, sponsors, andresources prior to the meeting in order to proactivelyset expectations, build commitment, and resolveissues.

Setting up sub-teams and

progress statusreportingoutside

meetings savesmeeting time

for group issues


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Participants

Discussion management process

Plan , Discuss and Assign roles

Pre and Post meeting Communication

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Purpose

(Logistics)(Roles &

Responsibilities)

(Structure /

Agenda / Flow)

(Goals & Objectives)

(Topics)

PlanningPeople

ProcessContent


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Starting time

Opening Remarks

Getting down to business

Participation

Agenda

Closing

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To meet or not meet

Non verbal's in Meeting

Control or Collaboration ?

What if you expect Confrontation ?Reaching rapid consensus in Meeting

Clear focus on moving forward together

Integrate with the more parts of theorganization

Consensus with Leader as time breaker

Helpful Hints11


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Taking meeting minutes is not a glamorousjob, but it doesn't need to mean scribbling

madly for an entire meeting. At aminimum, minutes need to include thedate, who is at a meeting, the agenda, anyresolutions that are passed in the meetingand any tasks that people agree to do forthe next meeting.


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Distribute a sign in sheet so you have a record of whoattended. The sign in sheet should have the printednames so that you are sure about the correct spellingand it's a good idea to include contact information incase there are questions about what may have beensaid during the meeting.

Prepare an agenda prior to meeting and use thatdocument to take your notes.

If, in the course of the meeting there are action orfollow up items, place an X next to those items on the

paper. You don't need to write down every comment or

remark. Note only the key points that are being madeand who said them.


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A responsible person should be deputed to write the MOM.

The MOM should be written in the third person (for instance, it wasnoted... and the chair observed...).

Personal comments or feelings should not be included in the MOM.For example, one should avoid statements like: Raghav disliked theidea and began to protest.

Only the decisions should be recorded against the agenda item. Theprocess by which the decision was arrived at is not to be noted down.

Sentences should be short. However, telegraphic phrases are notwelcome.


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The stand-up meeting is a daily team meeting heldto provide status updates to other team members,

and not to the management. In general, thefollowing structure is followed:

What did the participant do yesterday?

What will the participant do today?

Are there any bottlenecks?


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One should keep the following points in mind whileconducting a performance appraisal meeting:

It is important to spend sufficient time on each point.

There should always be a proper dialogue between theemployee and the employer. Engaging in a monologue isnot advisable.

The supervisor should have a positive attitude.

Before the meeting is over, the supervisor shouldconfirm whatever facts the others employees haveupdated about the participant.

Focus of the meeting should always be the result, andnot the process through which the result is achieved.

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Opening remarks.

Apologies (if any).

Minutes of the previous AGM.

Matters arising from the minutes of the previous AGM.Presentation of the annual report by the chair or the secretary.

Adoption of the annual report.

Presentation of accounts, usually by the treasurer

Adoption of accountsAppointment of auditors or an independent examiner

Election of the management committee or office bearersMotions to be put to the AGM

Discussion of any other competent business and closing remarks


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A well-planned agenda that matches method topurpose and lays out who needs to discuss what. Thisimplies that significant thought needs to be put into the

meeting process.A high level of collaboration and sharing of information.Leaders need to encourage employees to bring issuesand critical concerns to the fore. In other words, ameeting should always welcome conflicting opinions.

The team leader should play the role of a facilitator.

A well-defined follow-up plan should be in place.


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In a meeting, make sure you do not:

Fiddle with pens, pencils, paper clips, and so on.Doodle on a notepad.Chew gum.Ask for coffee/tea unless these are specificallyoffered to you.Make a grab for the refreshments.Slouch in your seat.Sit too close to the chair. That position might bereserved for the meeting secretary.


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In a meeting, make sure you do not:

Cross your arms. This posture communicates resistance.Come late.Speak too loudly or too softly.Walk out for a break before the meeting is over.Blurt out your thoughts. It is prudent to frame themcoherently before speaking.Repeat yourself.Use negative language.Begin with an apology.


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Problem-Solving MeetingObjective: To discuss an issue or conflict anddecide how to solve it.

1. Identify the Problem2. Determine the causes3. Generate possible solutions4. Evaluate the proposed solution5. Choose the best solution


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Informational MeetingObjective: To give or receive information

about a specific idea or important mattersconcerning the attendees.


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Brainstorming MeetingObjective: To produce new ideas about a specific

topic.

Before the meeting, participants should be told the

objective of the session as well as their role in the

brainstorming session.


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Background information, if available, shouldalso be distributed to participants prior to the

session. The atmosphere of the meeting should be

loose and informal.


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Make sure that no idea is ruled out because

it's too wild. Try to avoid judging ideas. A facilitator should be appointed to control

the flow of information and record ideas as

they develop.


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Tips for starting and finishing on time If You're the Meeting Organizer state that the meeting will begin promptly at the

scheduled time and that all participants should beon time

send a reminder e-mail thirty minutes before themeeting begins and encourage meeting participants

to arrive on time


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ensure that you begin the meeting at thescheduled time.

close the meeting room doors at the scheduledtime.

if your meeting starts a little late, you shouldstill finish the meeting at the scheduled time.


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Consider speaking up if the meetingorganizer shows up late.

Try to ask only relevant questions during themeeting.

Leave the meeting when it was scheduled toend.


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Co-ordinate activities

Build morale

Secure Agreement Solve problems

Exchange information

Initiate policy Products launch


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Thank You.

Documents

Module 3 - Topic 5 Meeting and Conferences