A

Presentation on
MEETINGS
By

Priya
10012
Kamesh
10013
Swaroop
10015
Meetings
Definition

 “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, etc.”
We Have
A Meeting
Why to have a ‘Meeting’
 To solve a problem.
 To make a decision.
 To develop a plan.
 To gather or convey information.
 To get a response to information.
Creating An Agenda
 State the purpose of the meeting.
 Organize items to be discussed in
order of their importance,
starting with top-priority topics.
 Describe each item to be
discussed, and explain why it
must be addressed.
 Set time limits prior to
discussion.
Types of Meetings
Types of Meetings

Formal meetings

 Annual general meeting

 Statutory meeting
 Board meeting
Types of Meetings

Informal meetings

 Management meeting
 Departmental meeting
 Working parties
EFFECTIVE MEETING
 Discuss and practice several
meeting methods: brainstorming,
agenda, group consensus and the
action register.
 Gain knowledge of the importance
of careful meeting preparation.
 Write meeting objectives.
 Recognize some different
personalities and learn some tips
for handling some group
interaction problems.
 Participate in a meeting with
prepared notes and agenda.
 Create an action plan for meeting
effectiveness.
 Complete post work assignment
to participants’ satisfaction.
Conducting Meeting
 Set up the meeting room to
encourage an open exchange.
 Post the agenda in a visible
place.
 Start the meeting on time.
 State the meeting’s purpose, and
briefly review agenda items and
the time allocated to each.
Meeting Room Arrangements
 Theater Style X
 Leader has great power by position.
 Participation and interruption by audience is limited.

X
 U-Shaped Style
 Equality of membership.
 No doubt of who the leader is.
 Good visibility for visual aids.

 Circle Style
 Democratic: equality is stressed.
 Great visibility by participants.
 Obvious body language.
 Excellent participation.
 Oops!
Meeting failed?
Meetings are said to be failed when
they are Unproductive i.e., ineffective.
 Reasons
 There is no agenda/organization.
 Purpose of the meeting is unclear.
 The leader/boss tries to accomplish
too much.
 The meeting starts late.
 Too many people are at the meeting.
Negative
Roles/Behaviors
Ways for overcoming
ineffective meeting
Before the Meeting

• Define the purpose of the meeting.

• Identify the participants.
– Every invitee should have a role.
– Identify a recorder or secretary.
• Prepare an agenda in advance of the meeting.
– Communicate the intent of each agenda
item using labels such as (A) Action,
(I) Information, (V) Vote.
– Identify estimate of time allocated to the
agenda item.
Before the Meeting,

Prepare or identify background

information.
Assign responsibilities for agenda items
and communicate to those responsible.
Publish the agenda and identify
background information to be reviewed.
Plan for breaks – lunch, coffee, etc.
Before the Meeting,
Think through the conduct of
the meeting
- Use a trusted member of your staff or
deputy.

Consider logistics
– Room – layout (incase of hall),
seating, distractions, etc.
– Support items – projector, white
board, pens, etc.
During the Meeting
• Arrive early
– Arrange the room if necessary
– Distribute handouts.
• Begin on time.
• Introduce members if not familiar;
introduce visitors.
• Establish ground rules, if necessary.
During the Meeting,
Control interruptions
Identify and record results.
Assign responsibilities for following-up –
Action Registry (Maintains record of
names).
End on time.
Thank participants for their input and
reinforce the importance of outcomes on
the organization.
After the Meeting

• Publish the minutes promptly.

• Identify responsibilities for action
items.
• Assess the meeting.
Member Roles
Member Roles – The Chair
• Prepare for the meeting.
• Appoint secretary/minute taker if there is
not a regular.
• Conduct and control the meeting.
– watch timing or assign someone to this
responsibility
– ensure all have an equal opportunity to
speak
– adjudicate as and when necessary
– effect compromise on occasion
The Chair,
Close each item
– Ensure action is clear
– By whom and by when
Check that the minutes are
produced accurately and in
timely manner
Member Roles – The Secretary
• Ensure agenda and relevant papers are distributed
in time with date, time and place of meeting.
• Prepare and book the meeting space if necessary.
• Have background papers and information for the
chair.
• Carry a copy of: The constitution, rules of
procedure, previous minutes.
• Record names of attendees and apologies for
absence - check quorum.
 The Secretary,
Take notes of what is said and decided
Minimum necessary:
– mixture of mnemonics and full transcript
– amount of details he sets depends on nature and
purpose of meeting
– must be enough to enable accurate minutes
Essential to have:
– gist of discussions
– exact words of proposals
– names of those proposing and seconding
– names of those responsible for future actions
Write the minutes - preferably as soon as
possible
The Individuals
 Members who attended the
meeting.
 As an individuals they need to
know their roles and accelerate at
meetings.
Lets see the video of meeting.
QUERIES?