MEETING SKILLS

Tunas Potensi

BRIEN CHIA
Why learn meeting skills?

Because we meet
all the time, but we
don’t get what we
meet for.
BRIEN CHIA
Meeting the key meeting people:
Chairperson
o Handles the flow and structure of the
meeting
oPrepares agenda for the meeting
o Calls for motions and decisions
o Summarizes key points
o Maintains order and equality
o Enforces rules
BRIEN CHIA
Meeting the key meeting people:
Secretary
o Handles the administrative tasks of the
meeting
o Records meeting minutes
o Advises chairperson on items of
procedure
o Summarizes action plans
o Confirms time, date, and location of
meeting
o Manages meeting participant’s
necessary communications
BRIEN CHIA
“BEFORE MEETING” MUST HAVES:
1. Create and distribute
agenda
2. Confirm time place and date
3. Reminders to members,
request for RSVP
4. Reminders to members to
bring all necessary materials.
BRIEN CHIA
“DURING MEETING” MUST HAVES:

1. Stick to the schedule and the agenda

2. Use timers as time management tools
3. Formalize the discussion process
4. Everybody gets a chance to speak
5. Summarize before making decisions
6. Decisions should be coupled with action plans
7. Action plans should have “champions”
8. Decisions and discussions should be recorded.
BRIEN CHIA
“AFTER MEETING” MUST HAVES:
1. Compile and file the minutes of
meeting
2. Establish a preliminary agenda as
well as time, data, and place for
next meeting
3. Confirm action plans with respective
“champions”
4. Reporting to appropriate sources of
authority
BRIEN CHIA
MANAGING
MEETING
RESOURCES:

BRIEN CHIA
MEETING BEST PRACTICES:
1. Stay on track
2. Summarize
3. Make decisions / discussion promptly
4. Have thorough participation
5. Ensure anything that needs to be mentioned to the
group is mentioned
6. Ensure equal representation
7. Establish ground rules
8. Agree in advance on decision making
Etc… BRIEN CHIA
 LET’S PRACTICE.

BRIEN CHIA
SUMMARY
• For meetings to be successful they must be
planned, organized, executed, and followed up
properly.
• The important people for the success of a
meeting are the chairperson and secretary.
• Be mindful to balance the time, agenda, and
ideas in the meeting to achieve success!
BRIEN CHIA