Q2. What is a meeting?

And what are the participant’s responsibilities in

meetings?

Meeting:

A meeting is when two or more people come together to discuss one or more topics, often in a
formal or business setting, but meetings also occur in a variety of other environments. 

A meeting is a gathering of two or more people that has been convened for the purpose of
achieving a common goal through verbal interaction, such as sharing information or reaching
agreement.

The Participants:

A meeting would not be complete without the attendees. They are expected to actively
participate in the discussions.

Listening and suggestions ideas that could contribute greatly to the outcome of the meeting.

No one wants to be the civilian when they play Mafia, but the participant role plays a big part in
the meeting’s success. The main duty of the participants is to contribute to the discussions,
whether it is agenda items, brainstorming or planning. Participants are the extensions of the
leader in many ways; they should contribute as much as possible to the agenda items, create a
comfortable environment for others to share their ideas, and keep track of the allotted time so
the meeting can end promptly. If the leader came up short defining the roles for the attendees
after the meeting, ask to clarify to avoid confusion.

Responsibilities of participants in a meeting:

Participate actively:
A member should listen carefully (so that he may be able to summaries what is being said). He
should plan what to speak and say it concisely and precisely.
Take responsibility:
When tasks are being assigned, a member should come forward to take up suitable
responsibilities. If a task is assigned to him/her, then a willing acceptance is also a sign of
dynamism.

Do homework:
Once the purpose of a meet is known, the attendee has to visualize his/her role and gather
information and inputs for use in the meet to make it productive. He/she may consult other
members to allocate roles.

Be punctual:
Specially stress the need to be on time. Our trains, buses and airplanes will run on time when
we learn to be punctual for routine meets.
Take initiative:
There may be occasions when a member may propose a motion or second a motion when it
sounds right. This requires quickness. Francis Bacon says, “Conference makes a ready man.”

PREP formula:
He should be rational and forceful. PREP means:
State your Position

Reason it out

Give Examples

Restate your Position

Showcase your talent:

A meet is an opportunity to showcase one’s talent and get credit for giving useful ideas.
Stay related to previous discussion:
Any contribution to the meeting must be made in the context of the previous discussion. An
idea that is already proposed need not be repeated, but one can amend it or improve it.
Follow rules:
He should speak when permitted to. He should avoid cross-talk.

Disagree agreeably:
All differences should be expressed with courtesy and a friendly feeling.

Help to steer the meet:

If the meeting is going off the track, he/she may remind the chairman to keep it on course.

Be involved:
The member should, in his higher self-interest, be involved in collectivism. A good participant
becomes a good leader – just as a good soldier makes a good general