WEEK 5

1. WHAT IS MEETING? W h y m u s t w e h a v e a n e f f e c t i v e m e e t i n g ?
Meetings are often get off track There will only be pointless and tedious discussion with no
decisions made.
➢ The size and duration of a meeting will depend on the reason and type of the meeting
itself. It will range from two members to hundreds.
➢A meeting also does not have a limited time requirement. It can take a few minutes to
several hours to reach its end.
➢The mutual goal of every meeting carried out should be for all the members gathered
together to accomplish the same objectives and goals.
2. KEYS FOR AN EFFECTIVE MEETING

In How to Make Meetings Work, a classic guide to planning and managing successful and productive
meetings, Doyle and Straus (1982) identify five ingredients of an effective meeting:

1. Common focus on content , 2. Common focus on process 3. Someone responsible for maintaining
an open and balanced communication flow 4. Someone responsible for protecting individuals from
personal attack 5. Clearly defined and agreed upon roles and responsibilities for all members
involved

3. IMPORTANCE OF MEETING

1.Members can receive information directly rather than listening to rumours . 2. Members can
participate in making decisions involving their welfare. 3. Members can be informed of any new
developments on the job or regarding assignments 4. Members are informed of policies, can ask
questions and give suggestions regarding problems faced 5. Time and expenses can be saved when
all members are gathered in one place for discussion

4. GENERAL PURPOSE OF MEETING

1. To impart information, 2. To address grievances. 3. To generate ideas. 4. To issue instruction 5. To

inform new directive. 6. To present a proposal

5. TYPES OF MEETING

Formal Meetings (Common Types)

❖ Staff Meetings ❖ Special Meetings ❖ Executive Meetings ❖ Annual General Meetings ❖

Extraordinary General Meetings

Informal Meetings

❖ Impromptu Meetings ❖ Small Informal Meetings ❖ Brainstorming Sessions

6. FORMAL MEETING

STAFF MEETING SPECIAL MEETING EXECUTIVE MEETING

o The most common meeting
(once or twice per month). o
The medium to help the
members to become more
active in the organisation
where they are; -informed of
developments, involved in
decisions, and given education
and information that will help
them to become more active
in the organisation. o The
place where decisions are
made and where the executive
reports on work done are
presented.
The meetings to discuss
specific issues. For example:
Preparing for a national
conference or working on
planning activities for the year.
o The place where urgent
matters of business are
discussed. o They should not
be run like staff meetings (with
minutes, reports etc.) but
should only focus on the issues
they’ve been called to discuss.
o They are usually conducted
in one session and rarely
extended to another day
o Only the executive members
of the organisation attend the
meeting. (Usually involves only
the directors ) o It occurs
regularly (e.g. once per month)
o The meetings should have a
more business-like focus: ----
-Planning new directives for
the organisation -Monitoring
the work that has been done
-Dealing with problems, etc. o
The executive members should
also keep an eye on the
finances of the organisation
and monitor income and
expenditure. o They should
play the role of leaders and
administrators to the
organisation.

ANNUAL GENERAL MEETING (AGM) EXTRAORDINARY MEETING (EGM)

This meeting is mandatory to be held yearly. o o It is similar to AGM.
All directors and shareholders are the o The biggest difference is this type of meeting
members. is normally held at short notice, for a specific,
o The activities of the year as well as the usually very urgent and important matter.
finances of the organisation are presented to all o E.g.: the removal of an executive, the death
members. of a main director, and urgent need of finding
o The place where new leaders are elected and replacements.
are given a mandate to run the organisation for
another year.
o Most AGMs need to provide at least the
following two detailed reports to the members:
the secretary’s report and the treasurer’s
report.

7. INFORMAL MEETING

IMPROMPTU MEETING SMALL INFORMAL MEETING BRAINSTORMING SESSIONS

o It occurs spontaneously or with a
short notice. o It is suitable to discuss
issues and to make decisions
promptly without involving a large
number of people. o The ideal
medium to discuss solutions to small
problems. o It usually involves three
to four members. o Generally, the
setting is casual and relaxed.
The purpose includes getting
feedback, solving problems and
discussing certain issues. o The
meetings are planned and this
enables time for proper preparation.
o It usually involves two or three
members. o The purpose and
objective are kept in mind (Minutes
are not prepared)
o These sessions are used to generate
ideas to solve problems. o The
members are informed so that they
are prepared beforehand. o It
involves a small group so that
members can contribute to the
discussion. o The criticising and
judging of ideas are done at the end
of the session. o Suggestions are
encouraged to improve ideas.
8. MEETING ROOMS SETUPS

Conference Style

Members are seated on four sides of a table. This style is often used for small committee meetings
or similar meetings of this type, where interaction between members is anticipated and expected.

Pros: • Good work space • Good working atmosphere • Good interaction between members

Cons: • Not ideal for audio-visual presentations • Not ideal for speakers • Not ideal for larger groups

Hollow Square Style

Tables are arranged in a square in which the middle part is open. Chairs are placed around the
perimeter of the square. This setup is used for larger committee-type meetings where interaction
among members is important.

Pros: • Effective for group discussions or coordination meetings.

Cons: • Less effective for meetings or events that require moderation, presentations, or key
speakers

U shape style

Rectangular tables are positioned to form a ‘U’ with chairs placed around the outside. This setup is
used for committee meetings as well, but is particularly helpful when using audio-visual equipment
so that all members can see a presentation when a screen is placed at the open part of the ‘U’
shape.

Pros: • Good work space • Good interaction among members • Ideal when audio-visual or speakers
are involved

Cons: • Not ideal for larger groups

Theatre Style

Rows of chairs are placed next to each other facing the front of the room. A speaker or presenter is
at the front of the room. This style maximizes the available seating and works well when the
audience needs to take minimal notes and when members’ interaction will be minimal.

Pros: • Good for large groups when reading / writing are not required

Cons: • Elevation changes needed for large groups • No writing surface • Minimal group interaction

Classroom Style Each row of tables faces the front of the room with two to four chairs. This setup is
appropriate when there is a presentation at the front of the room and members are expected to
take notes. There usually will be some dialogue between the presenter and the audience.
Participation among the members will be limited.

Pros: • Presenter can see all members • Accommodates large groups in less space

Cons: • Minimal interaction possible • Members only see each other’s backs

Round/Crescent Tables Eight to ten chairs are arranged around small round tables. This style can be
used for small breakout groups. Members can converse with each other easily. Pros: • Ample work
space • Good local interaction • Good food and beverage set Cons: • Poor full-room interaction •
Distraction from close-by tables (Voices)