MEETINGS

What is a meeting?
It is a gathering of people to discuss a topic or a number of topics which concern themselves or
others.
It is easy to set up a meeting but there are key aspects to set up a good and affective meeting.
Knowing how to hold efficient and effective meetings can help make projects successful. In a
good meeting, participants' ideas are heard, decisions are made through group discussion and
with reasonable speed, and activities are focused on desired results
Good meetings require good leaders and good participants. A good leader understands the
purpose of a meeting, makes sure that all participants understand this purpose, helps keep the
discussion on track, works with participants to carry out the business of the meeting in the time
allotted, and tries to ensure that everyone is involved appropriately in discussions. These
responsibilities often require a leader to distribute an agenda and other written materials prior to a
meeting.
Good participants come to a meeting prepared for the business at handwith reports ready,
concerns over key issues thought out, and questions about key issues organized. They also bring
to the table their best listening skills and group manners. These participants, for example, take
turns talking, stay on the point of discussion, and help to move decisions forward.
PREPARE FOR THE MEETING
1. Define the objectives and desired outcomes. Know what you are trying to achieve by having a
meeting.
2. Determine if a different activity could be used besides a meeting. A lot of wasted meetings are
called when a couple of phone calls, e-mail or one-on-ones would have worked better.
3. Determine topics to cover and the best format for the discussion of each one. Know what you
want to get accomplished by the meeting.
4. Estimate the length of the meeting. People need to know how long to plan for the meeting.
5. Create an agenda that is carefully scripted.
6. Deliver agenda in advance so that the participants have time to plan and prepare for the
meeting.

7. Make every meeting a learning event: incorporate creative and cutting edge education on a
topic.
8. Use a variety of tools and activities to make the meeting productive and fun . . . get them
charged up!
PREPARE TO ATTEND A MEETING (for participants)
1. Know the purpose of the meeting. Know what your purpose for attending is.
2. Gather all data that you need to bring to the meeting.
3. Know the agenda of the meeting and ensure your agenda coincides with the meeting agenda.
4. Know your role and the path that you are going to follow.
5. Arrive on time and be prepared to stay until at least the planned stop time.
6. Take the meeting seriously, but do have some fun while attending.
SET UP THE MEETING PLACE
1. Select a physical setting that is comfortable, big enough, and will serve the purpose.
2. Create a warm and attractive atmosphere conducive to interaction.
3. Provide appropriate refreshments.
4. Have appropriate visual aids and learning aids on hand.
5. Always do something a little different and new. Make them glad that they came.
ASSIGN A NOTE TAKER (MINUTES)
1. Who attended?
2. What problems were discussed?
3. Key decisions reached.
4. Next steps: who needs to accomplish a task, start and end date of task and what is exactly
needed.
START THE MEETING
1. Communicate the purpose and desired outcomes to all participants.
2. Clarify the type of participation and interaction desired.
3. Set the ground rules: when the meeting will end, how each member will be heard, what is
expected.
4. Show that you value their ideas, opinions and questions.
CONDUCT THE MEETING
1. Take time to tell and hear stories.
2. Clarify and paraphrase key ideas.
3. Ask for different points of view; protect new ideas.
4. Use brainstorming techniques.

5. Record ideas and notes on a flip chart.

6. Stay focused on the agenda topics. Do not wander off topic or become distracted.
7. Assign next steps throughout the meeting. Make all next steps specific assignments.

KEEP THE MEETING FOCUSED AND MOVING

1. Get information and data from the meeting. Ensure all people are heard.
2. Let the people carry the content; you guide the process.
3. Acknowledge and reinforce constructive contributions.
4. Use the agenda to stay on track.
5. Vary the pace: speed up, slow down, and take breaks.
6. Keep the group aware of where they are in the process.
7. Periodically summarize key points and ask for agreement.
8. Help the group reach consensus and reach conclusions.

Activity 1
Identify which phrases belong to which form of meeting.
1. The staff training room need an additional projector.
2. So, you think you can provide the 12,000 units per month at a cost of Rs 890 each?
3. We need to come up with new and innovative ideas to get customers a where of the
project.
4. Lets congratulate Nilanthi on her promotion
5. I recommend to the shareholders that we accept Global Accesss offer. They have offered a
better price and are willing to make adjustments.
6. Senaka is going on leave for 2 weeks, my workload would increase, should I ask Janaki to
pitch in till he comes back.
7. I know this sounds crazy, but how about giving away 100,000 samples, people get to test
the product and who could say no to a free sample!
8. What are the options open to us at this moment but to consider the offer?
9. Our financial footing is unsteadying, Global Access at this time could be our pillar, and what
do you suggest?
10. The good new is that the project is on schedule!

11. Times have been tough for the company but I am pleased to announce we have a growth
of 1.25% this year.
12. Lalitha has yet again proved to be the employee of the month!
13. The general idea is to get the staff to respond better to the new system installed.
14. So how many votes do we have for Sarath to be the coordinator of the trip to Galle?
15. This new project is taking in too many labour hours, any suggestion to cut costs?

Activity 2
Complete the following sentences.
Sorry I didnt quite ____________ that last point Kamal.
1. Sorry, ____________ you say that again Nilmini please?
2. I beg your ____________ .
3. If I could make a ____________ here.
4. Do you ____________ if I say something here?
5. Before we go any ____________ can I point out . . . .
6. QUITE please ____________ I continue!
7. Would you ____________ if I continued?
8. Weve covered all the ____________ points.
10. Rest ____________ that we understand where are you coming from.
11. Its in our best ____________ as well as yours.
12. We ____________ all your concerns.
13. We can definitely ____________ all your requirements
14. The reports ____________ a rise in market price.
15. This meeting was a _________ with the employees.
16. Our company is ________ of the problem.
17. The _______ is final now we have to _________ it.
18. The client is not ________ with the proposal.
19. What are the options ______, can they be ________ soon.
20. Padmini could you ______ the others to come in now.

Activity 3
Role play theses situation with your group members.

a meeting with a client for annual audit,

a meeting at bank for a mortgage,
a meeting of the board of members.
a meeting of staff union
Sales revenues have decreased 13% in the last three quarters.
Management will ensure that a good decision is made in the hiring of a new CEO.
Arranging a web conference
Competition between departments is healthy for sales and developing the company
Shorter working hours make workers more productive

Sales promotion pitching meeting with a client overseas.

Your companys personnel costs are too high - many departments are overstaffed, salaries are high,
a lot of staff is only busy for part of the year, productivity is low relative to the size of the work force.
A meeting to discuss Ranils work progress.
To arrange the next company annual dinner party.
To discuss a new ad campaign for the company.
The IT department wants to improve their data systems.

Activity 4
Arrange with your group members a web conference.
Group 1
You are to meet online with your Singaporean clients to discuss the on going venture with your company
and their company on the issues of the new building construction project in Matara.
Group 2
Your department has to come up with a new idea of how to increase the sale of the brand of toothpaste.
Group 3
Your employees need to be informed with the new security changes and the new identity cards.
Group 4
The monthly meeting of the department is being held, discussions of new ideas for the current project are
being passed around. It is chaos. The meeting is to come to order. How it the situation to be handled?
Group 5
Theft is on the rise in your store, discuss this with your employees and come up with solutions.
Group 6
The employee evaluation is being discussed you are to lay off/redundant/fire 5 employees, how would you
handle this situation.
Group 7
Your most senior staff member is retiring, a meeting is arrange to discuss this retirement package and his
send off.

Activity 5
Match the offer/suggestion to the answer
Thilak shall we open the window?
a) Thats good idea. It's really quite warm in here.
b) I think it's best to tell him nothing. He can't keep a secret, hes the office gossip .
c) Well we're going to have to bite the bullet on this sooner or later.
d) Why not ? He's used to working in China?
2. Gentlemen, shall we have a 15 minute break?
a) How about next Friday?
b) We could keep working until the coffee comes?
c) Well we're going to have to bite the bullet on this sooner or later.
d) Why not .? He's used to working in Europe?
3. Shall we move the inspection to next Friday?
a) Sorry, can't make Friday. How about Thursday?
b) I think it's best to tell her nothing. Sahara can't keep a secret.

c) I think it's about time you all came to my place.

d) Why not ..? She's used to working under pressure?
4. Where shall we all meet?
a) I think it's best to tell them nothing. They will know soon enough.
b) Well we're going to have to bite the bullet on this sooner or later.
c) The closer to office the better?
d) I think it's about time you all came to my place.
5. Who shall we send to Poland?
a) I think it's best to tell her nothing. She can't keep a secret.
b) Well we're going to have to bite the bullet on this sooner or later.
c) I think it's about time you all came to my place.
d) Why not ? He's used to working in Europe?
6. What shall we do about their offer?
a) I think we should leave that to one side for the time being.
b) Well we're going to have to bite the bullet on this sooner or later.
c) Sorry can't make Friday. How about Thursday?
d) Why not ..? He's used to working in Europe?
7. What date and time shall we have the next meeting?
a) How about next Friday at 2.15pm?
b) Well we're going to have to bite the bullet on this sooner or later.
c) I think it's about time you all came to my place, for tea.
d) Why not ..? He's used to working in England?
8. What shall we do about Janaki?
a) I think it's best to tell her nothing. She can't keep a secret.
b) Well we're going to have to bite the bullet on this sooner or later.
c) I think it's about time you all came to my place.
d) Why not ? He's used to working in Europe?
9. Shall we start it is getting late?
a) I think it would be better to wait until Lionel arrives, he has some important news.
b) I think it's best to tell her nothing. She can't keep a secret. So keep quite.
c) Well we're going to have to bite the bullet on this sooner or later.
d) Why not ? He's used to working in India?

Formal/Careful ways to ask for an opinion:

1. Whats your [point/ impression/ reaction/ comments/ share/ dont /tend] to that Ranjani?
2. How do you [point/ impression/ reaction/ comments/ share/ dont /tend] about that, Roland?
3. Could you please [point/ impression/ reaction/ comments/ share/ dont /tend] your thoughts on
that, Shanka?
4. Whats your [point/ impression/ reaction/ comments/ share/ dont /tend] on this, Ruwani?
5. Any [point/ impression/ reaction/ comments/ share/ dont /tend] Sanjeewa?
6. I have the [point/ impression/ reaction/ comments/ share/ dont /tend] that...Ted didnt really want
to come.

7. [point/ impression/ reaction/ comments/ share/ dont /tend] you think that thats a little early for
lunch?
8. I [point/ impression/ reaction/ comments/ share/ dont /tend] feel its a bit too early to start, time
is money?
9. From my [point/ impression/ reaction/ comments/ share/ dont /tend] of view on this matter is, we
need to think of another source of investment.
10. My [point/ impression/ reaction/ comments/ share/ dont /tend] is that , Achala.
11. It would [point/ impression/ reaction/ comments/ share/ dont /tend] out to Thilak that, he would
need to have a heart to heart conversation with his client.
This is a template of an Agenda. What sort of meeting is this? Discuss. Use to template for the exercises
given.

The Secretarial Site Management Committee

AGENDA
for the First Meeting to be held on
Monday, 27th January 2003 at 10.00am
in the Board Room of The Secretarial Site Headquarters
situated at 24 Second Street, TREESVILLE.
Time

Subject

10.00am

Welcome members

10.05am

Apologies

10.10am

Minutes - Adoption of Minutes of Meeting held

on 2nd December 2002

Page Nos.

1 - 10

Business Arising from the Minutes

Correspondence:
Receive and adopt Inward and Outward
Correspondence
10.15am

List here, one by one, all correspondence

received that requires a decision on.
etc

etc

11 - 12
13
14

11.00am

Financial Statements - Receive and adopt the

accounts for payment and financial statements for
the period ended .......... (the date that goes in here 15 - 17
is usually the last day of the previous month e.g.
for this Agenda it would be 31st December 20020

11.05am

General Business - usually this is where people at

the meeting raise matters that have arisen since the

preparation of the agenda and are matters of
information or requiring a decision.
11.10am

Date, Time and Venue of next meeting (this is

the best time to set the next meeting date as all
members can advise if they would be available and
enter it in their diary)