Management of meeting

Preparation of meeting
Conduc the meeting
Write the result of the meeting
Distribute the result of the meeting
Bisnis Manajemen
 KD 1. Prepare the meeting

 INDICATOR 1.1 Conduct meeting and participant that attend

to the needs of
1.2 Meeting Arrangement is made base on need and designed
the time of the Agenda is made rely on target meeting that
was established
1.3 Existing Information in agenda is that
will be expostulated
1.4 Materials for meeting has been prepared and
sent to participant in accordance with time that
has been made
MATTER - Meeting/density Scope
- Meeting/density Preparation
ACTIVITY - Explain understanding about meeting/density
- Mention meeting/density types
- Mengidentifikasi meeting/density need
- Explain meeting/density planology
- Explain technique of compile meeting invitation
- Explain technique of compile agenda
- Prepare materials and tool with nippy
- Make proposal, invitation, and compile agenda of meeting
accurately and hold responsible
- Arrange meeting room with nippy

Bisnis dan Manajemen

 According to dictionary “kamus
Bahasa Indonesia second edition by
balai pustaka”

Meeting is a meeting to discuss

something on meeting chamber

Bisnis dan Manajemen

Communication ethic by Samsil Rambe :

Meeting is a set of some people or

organization that will discuss problem,
something or common interest to give
explanation, break a problem and at the
same time perform consultation to getting the
a result agreed on / mutual agreement.

Bisnis dan Manajemen

Correspondence and communication
according to Cut Rozanna :

Meeting is a meeting between members in

organization environment by it self to
negotiate or finish a problem concerning
common interest.

Bisnis dan Manajemen

Conclusion :
Meeting is a meeting that conducted one
who discusses a problem or importance to
give explanation or break a problem perform
consultation to getting the agreement
together
.

Bisnis dan Manajemen

The objective of a meeting:

• To solve a problem.
• To deliver information, order, statement.
• Coordination tool

Bisnis dan Manajemen

Type of meeting

 According to objective:
 According to types of meeting
 According to length of time/duration
 According to frequency
 According to name

Bisnis dan Manajemen

According to objective
 Explanation meeting
 Problem solving meeting
 Negotiation meeting

According to type of meeting

 Formal
 Informal
 open
 closed
Berdasarkan Jangka Waktu
 Rapat Mingguan
 Rapat Bulanan
 Rapat Semester
 Rapat Tahunan

Berdasarkan Frekuensi
 Rapat Rutin
 Rapat Insidental
 According to name
 Rapat Kerja
 Rapat Dinas
 Musyawarah Kerja
Requirement of a meeting

 preparation

 implementation
 preparation
 Deciding the aim of the meeting and agenda
 Deciding the time, day,date and year
 Place
 Acomodation
 Meals(food and beverage)
 Media/equiptment
 Implementation of the meeting
 It is an open meeting
 The participants are active
 Control of the chair
 Avoid unclear debate
 communicative
 Avoid one way communication
 There is result of the meeting
 Note
 agenda
 media
 time
Meeting element
 objective
 Point to discuss
 Chair
 participant
 media
 secretary
1. Objective of the meeting

 To solve a problem
 to deliver information, order and statement.
 Coordination events.

Bisnis dan Manajemen

2. Problem to discuss
Regular to big problem which need quick way
out and solution . It sometimes can be
postponed , or do the meeting

3. Leader of the
meeting
a. Otoriter
b. democratic
c. laissez-faire

Bisnis dan Manajemen

4. Participants
Characteristic or meeting participants character
1) Unifier type
2) Medium type
3) Hearer type
4) Motivator type
5) Initiative type
6) Informer type
7) Attack Type
Meeting participants Function
1) As the opinion contributor
2) As the conclusion person
3) As the data contributor
4) As the receiver of decision result
5) As the leader assistant
Bisnis dan Manajemen
 5. Media
a. Room, ,table and chair, white board
b. Lights
c. Flip chart
d. Sound system
e. stationary
f. OHP, computer, etc
6. recorder of the meeting
Notlist is someone wrote write
'Notula,' Whereas Notula are short note on the meeting
discussion and matter
that discussed and decided on a meeting
Bisnis dan Manajemen
Techniques to conduct the meeting
1. preparation
2. implementation
3. Report
4. Communication tools
1. Preparation
 Administration
 Room
 Accomodation and Food&Beverage
 Heath & security

Bisnis dan Manajemen

2. Implementation
 Meeting opening
 Duty distribution
 Group meeting
 Plenary meeting
 conclusion
 reproduction

Bisnis dan Manajemen

3. Report
 reporter
 Receiver of the report
 Material to be reported

4. Communication items(language)
 Paragraph in harmony
 effective sentence

Bisnis dan Manajemen

Meeting Equiptment
 Equiptment
 Stationary
 Accomodation

Bisnis dan Manajemen

 Some equiptment
 Notula which is the result of the former
meeting
 Topic to be discussed on the meeting
 Some rules needed
 Reference

Bisnis dan Manajemen

 Stationary and other equiptment
 Pen,pencil,eraser
 File folder,(HVS sheets, meeting agenda,
document that will be discussed)
 Computer,notebook
 Sound System
 Overhead Proyektor (OHP)
 Video
 Tape Recorder
 White Board
 Camera

Bisnis dan Manajemen

 Accomodation and Food & Beverage
 Hotel
 Transportation
 Food & Beverage
 Preparing the meeting

Type of Meeting layout

 Lights
 Colour
 Airconditioning
 Sound system
 Light Planning

The Light is important consideration in

office lay-out. lack of light generate muscle
stress, eye fatigue, and mistake in working,
because its success white-collar need good
light lighting.
 Type of light (hand-made)

 Direct
 Half-direct
 Indirect
 Half-indirect
 Colour Planning
 Colour is important factor to enlarge job
efficiency to employees and colour will influence
feeling and mind. Then ought to we use
appropriate colour, precise, and good in order to
office shows draw and please.
 Experts differentiates tri colour fundamental :
 Ruddle depict heat and gladness;joy
 Yellow Colour depicts the warm of the sunlight to
stimulate eye and nerve in order to generate
gladful feeling
 blue is the colour of sky and ocean that depict
comforness.
 Air Planning

To overcome that muggy air must

concerned about :
 Arrange air temperature in workroom by
means of AC.
 Good air circulation at offices
 Arrange comfort clothes to be weared by
workers.
 Sound system
Noise voices and riotic can disturb
concentration because it can disturb one's
mind and it influences his work result. To
overcome it, some points to put into
consideration:
 Roof/room wall uses soundproof.
 Telephone set is made in tightly closed
small room.
 Room Floor are given pallet from materials
that not many release voice.
Techniques to arrange meeting
invitation
 Official letter invitation
 invitation letter- unofficial
 invitation letter-” half-official”
 Official letter invitation

Invitation card that is made by an

organization, Institution, institute,
Foundation (non profit institution) in order
to people or Organisation invited can
attend agenda that carried out by party that
invite.
 Example : Official Meeting invitation
 Unofficial letter invitation

made individually to represent himself so

that peole invited will attend the program
Contoh : wedding partyand Khitanan
 Half-official, invitation letter

issued by an organization for a program

which is not formal/non-official format
Contoh : Halal bihalal and
anniversary of a company
Requirements on writing letter
 The tone should be correct
- avoid the complex sentences
- grammar should be ok
- The manner on writting

 The use of simple sentence

 - Correct word order which state an
understanding. The Sentence is brief , clear,
correct grammar, not repetitious, so that it is
easy to understand by reader.
 The body of the letter
clear , consice and behave.

 The Clear context

- avoid the unfamiliar term and complex sentences
- choice of words, simple word order and proper
expression, clear writing and correct
- The use of common symbol in a sentence
Paragraph arrangement
 to find out who send the incoming letter.
 to find out city, date,month, and year the letter
issued.
 to find out the purpose of the letter of the sender
 to find out name and title of the sender
 to find out if there is an enclosure
Parts of a letter
• Heading
• Opening
• Body of the letter
• closing
 Heading

at this part ,institution, address,telephone

number, logo, etc.
 Pembukaan
 Tanggal surat, bulan, dan tahun
 Nomor surat, membuat nomor surat
dibuat/dikeluarkan
 Lampiran
 Hal/Perihal
 Nama dan alamat surat yang
dikehendaki oleh penulis/pembuat
surat
 Salam Pembuka
 Body of the letter

Is complete and clear description about

that problem of letter causative made and
delivered. Usually poured into opening
paragraph, content paragraph and
conclusion paragraph.
 Closing

Consist of:
 Closing statement, e.g. Sincerely ,Yours
truly
 Signature
 Technique to arrange meetng &
agenda

Technique
 knowledge to make something
 systematic way to do something

Agenda
 Notes book that bear date for a one year
 matter to be discussed on the meeting
 Program
Topic to be discussed on the meeting

Meeting
 meet to talk about something
 Conference to discuss problem
with reference to job area we are dealing
with
 Some point to put into consideration on a
meeting:
 Know and expert on topic to be discussed
 know the objective of the meeting
 Know situation of meeting participants candidate
 Know time, place, the duration meeting/density,
and meeting/density execution
 Know equipments that will be used
 Know situation of chair person candidate
 Know meeting room situation
 Know heavy meal/light and beverage
 Know meeting/density discipline
 The meeting is schedule according to the
matter/topic
 the order of the meeting is:

 opening
 Remark of the leader
 The meeting
 The chair read the result of the meeting
 Know and expert the topic being discussed
 Know the topic and the objective of the meeting
 Know situation of meeting participants candidate
 Know time, place, the duration meeting/density,
and meeting/density execution
 Know equipments that will be used
 Know situation of chair person candidate
 Know meeting room situation
 Know heavy meal/light and beverage
 Know meeting/density discipline
Example of meeting agenda
“Pertemuan para eksekutif muda”
Pertemuan para eksekutif muda akan diadakan
pada tanggal 12 Juni 2004, Pukul 10.00 di ruang
Presidential Hotel Indonesia.
Agenda :
1. Laporan dari rapat sebelumnya
2. Perkenalan produk baru
3. Tanggapan terhadap produk baru
4. Pemasaran produk/promosi
5. Pembagian wilayah pemasaran
6. Persiapan promosi
7. Tanggal untuk rapat selanjutnya
Example of Meeting order

Judul Rapat : Pemasaran Produk Terbaru

Perusahaan
Pemimpin Rapat : Direktur Utama Bapak Susilo, S.E.

Acara :
1. Pembukaan diawali dengan doa
2. Laporan dari rapat sebelumnya oleh ketua Penyelenggara rapat
3. Pengarahan Rapat
4. Perkenalan produk baru
5. Tanggapan dan tanya jawab
6. Pembagian kelompok kerja
7. Rapat pleno mengenai hasil kerja kelompok
8. Cara pemasaran produk/promosi
9. Pembagian wilayah pemasaran
10. Persiapan promosi
11. Pembacaan keputusan-keputusan hasil rapat
12. Kesimpulan rapat
13. Penutup diakhiri dengan doa
14. Pemberitahuan rapat selanjutnya
Example of body of the letter of invitation letter

Dengan hormat,

Kami mengundang Bapak/Ibu untuk hadir pada Rapat yang akan

diselenggarakan pada:
Hari/tanggal: Senin/11 Juli 2004
Waktu : Pukul 1O.OO
Tempat : Grand Mahakam
Jl. Pattimura IV Jakarta
Acara : Rapat kerja bagi Guru dan
Tata Usaha

Mengingat pentingnya acara tersebut, kami mohon kehadiran

Bapak/Ibu tepat pada waktunya.

Atas perhatian Bapak/Ibu, kami ucapkan terima kasih.

 The proposal order is:
 introduction
 background
 Objective
 Activity
 Work plan
 Location of the activity
 Time,schedule
 The committee,people involved in the activity
 fund
 closing
 enclosure
KD 2. Meeting Arrangement
Indicator
2.1 Meeting is led according to company procedure and meeting procedures
2.2 Interpersonal and stylist communication is weared to open and push
existence of good komunicationi
2.3 Agreement hits target and
meeting management can be reached
2.4 Idea and information are submitted clearly and complete
2.5 All participants are given opportunity to give idea
2.6 Meeting is managed in instructed in order to reach the target
2.7 Meeting Time that will be carried out next agreed-on and relied on
participant agreement
2.8 'Notulen ' is noted truly
MATTER - Meeting Management
- Meeting Ethics
ACTIVITY - Explain open and eting to order
STUDY - Explain technique of lead meeting/density
- Explain technique of raise opinion
- Comprehend meeting/density discipline
- Explain technique of compile notula and meeting/density resume
- Apply technique of open, lead, raise opinion, and compile notula and
meeting/density resume truly
- Mempraktrekkan meeting/density management
- Make notula and compile meeting/density resume
Technique to open and close a meeting
Opening a meeting
 The Opening sentence must be interesting and motivated
 The opening sentence contain general things to be
discussed on the meeting
 Stressed on the purpose of the meeting
 Use brief,consice sentence but exite the listener
 In the beginning of the speech you can use:
- data
- Anecdot
- making question/questioning the audience
- express something unique
- use wise word,prover to attract the listener
 Technique to close the meeting
 Make a conclusion
at the end of the speech, the speaker should repeat the
main issues of the discussion he/she delivered

 Closing statement
some ways to close the speech:
- repeat briefly the topic he has delivered
- suggestion for the audience
- flattery to the audience
- make the audience laugh, happy
- closing by using wise word, a quote from Quran,etc
Technique-to lead a meeting
The leader of a meeting should :
 Broad knowledge
 Control the meeting/conference
 Be honest,strict
 Control the traffic in a meeting
 Manage the meeting to achieve the goal
 Give the same opportunity to the participant to speak
 Lead the meeting according to the company procedure
Technique to give opinion

Some technique to ask question in a

meeting
 direct
 general
 open
 feedback
 Moving
 factual
 retoric
 reward
 Leading Question
Meeting rules

1. Before the the meeting begins

a. the participant shoud come in time
b. sign the attendance list
c. the participant bring the invitation letter
d. let the committee know if he can’t attend the
meeting
e. wear the dresscode
2. Some rules on meeting
a. Obey meeting rule of the game that already
determined
b. Disciplineof converses, behave
c. Discipline of enquires
d. Discipline to do assignment,
individualy/group
e. Rest Discipline/eat/drink
3. Regulation when finish meeting/density
a. If there is any assignment do it timely
b. Follow the next meeting
Technique to arrange Notula and Resume of
the meeting

 The definition of Notula

Notula is a brief note on the meeting agenda and the
result of the meeting

 Type of Notula
- Notula Harfiah, is a word by word report of all the
discussion on the meeting without add any word or
sentence
- Notula Rangkuman, is a brief note about the meeting
The function of Notula
 As a document and evidence
 As an evidence of the participant who are
not show up
 As a guidance for the next meeting
 As areminder of the meeting’s participant
The content of Notula
Title of the notula and organization name or organization unit or
that carry out meeting.
Day, date, place, and time start and the termination of meeting
Characteristic of meeting for example routine, annual, extraordinary
Leader and meeting/density minutest
Participant Name either participant that attend or absentee
Previous meeting/density Completion and authentication from leader
meeting
Agenda of meeting Formation
Summary of meeting
Meeting Result
other various discussed matter in a matter
Special Note
Name and the signature of the leader and the notulist
 KD 3. Making a note on the meeting
result

INDICATOR 3.1 the result of the meeting is typed

correctly
3.2 The result is given to whom it
may concern

MATTER - the result of Notulen

LEARNING - able to make note of the result of

a meeting
PROCESS
- type the result of the meeting
correctly

Bisnis dan Manajemen

 Example of Notula arrangement

NOTULA
Rapat Pemilihan Calon Ketua Jurusan
Sekretaris Sekolah Tinggi Ilmu Manajemen Bandung 2006

Hari : Senin
Tanggal : 24 April 2006
Jam : 09.00 – 12.30 WIB
Tempat : Ruang Serba Guna

Ketua : Ketua Jurusan

Sekretaris : Sekretaris Jurusan
Hadir : 24 peserta
Tidak Hadir : 4 peserta
Acara :
 Pembukaan
 Penjelasam tentang tata cara pemilihan calon ketua Jurusan
 Pemilihan Calon Ketua Jurusan
 Tanya jawab dan lain-lain
 Penutup

Bisnis dan Manajemen

Risalah Pembicaraan
Acara ke-1:
 Jam 09.00 WIB Rapat dibuka oleh Sekretaris Jurusan
 Sekretaris membacakan peserta yang hadir dan tidak hadir
 Sekretaris membacakan jadwal pemilihan Ketua Jurusan
Acara ke-2: Penjelasan dari Ketua Jurusan
 Syarat-syarat calon Ketua Jurusan
 prosedur pencalonan
 Prosedur pertimbangan
 Prosedur penetapan
 Pemilihan
Acara ke-3: Pemilihan calon Ketua Jurusan
Berdasarkan SK Dekan Sekolah Tinggi Ilmu Manajemen No. 24/IV/06
Pasal 4, terdapat 3 orang dosen yang dicalonkan, yaitu:
 Dra. Hana Hasana
 Dra. Nina Karmil
 Drs. Pujo Hartono
a. Dra. Hana Hasanah, tidak bersedia di calonkan
b. Dra. Nina Karmila, dan
c. Drs. Pujo Hartono, bersedia dicalonkan
Tampilan
Acara ke-4: Tanya jawab dan lain-lain
• Dra. Nina Karmila, prosedur pertimbangan dan penetapan ketua jurusan
• Drs. Puji Hartono, menayakan kemungkinan di masa mendatang.

Acara ke-5: Penutup

Tepat pada jam 12.30 WIB rapat ditutup oleh ketua jurusan dengan
ucapan terima kasih.

Mengetahui dan mengesahkan

Bandung, 24 April 2006
Ketua
Sekretaris

Drs. Yudiferi
Dra.Shadana
NIP. 130777841
NIP. 131567321
 NOTULA RAPAT
BPKLN
Tanggal : 23 Mei 2007 Lokasi : Ruang Sidang
BPKLN 602 Lt. 6
Hari : Rabu Acara : TAWARAN BEASISWA DARI
PEMERINTAH
Jam : 14.00 s.d selesai

Peserta Rapat:
1. Agus. S. Surtobroto dari FIK Universitas Negeri Yogyakarta
2. Budi Valianto dari FIK Universitas Negeri Medan
3. Khairuddin dari FIK Universitas Negeri Padang
4. Tedi Cahyono dari FIK Universitas Negeri Jakarta\
5. Ferry Yulmarino
6. Abe Susanto
7. Tim Beasiswa Unggulan

Bisnis dan Manajemen

The result of the meeting:
1. Tawaran Beasiswa pemerintah Kuba terdiri dari 10 beasiswa
mengenai Pendidikan Olahraga, 1 beasiswa Teknik Mesin
Pertanian dan 1 beasiswa kedokteran Hewan

2. Untuk Beasiswa Pendidikan Olahraga, pengajuan dapat

dikirimkan kepada Sekretaris Beasiswa Unggulan. Untuk
informasi mengenai biaya Pendidikan dan biaya hidup dapat
menghubungi Kedutaan Besar Kuba di Jakarta, Telp. 021-
3812982.

3. Jika ada kendala mengenai biaya maka dapat memanfaatkan

beasiswa olahragawan atau subsidi atlet untuk berlatih ke luar
negeri (bila beasiswa tidak seluruhnya terserap oleh atlet) atau
dengan subsidi keberangkatan ke Luar Negeri max. US $ 500.

4. Beasiswa unggulan juga memberikan beasiswa pendidikan bagi

olahragawan melalui Program Double Degree U to U antara
Universitas di Indonesia (UNJ sebagai playing bagi UN yang
lain) dengan Universitas di Kuba.
5. Bagi Pelatnas berprestasi yang sedang sekolah tetapi
belum mengajukan permohonan beasiswa pendidikan
dengan ditujukan ke Dikti tetapi tembusan ke Biro PKLN.

6. Segera kontak dengan Kedutaan Besar Kuba di Jakarta

mengenai informasi beasiswa.

Saran kepala:
Sekitar tanggal 15-20 Juni 2007 akan di undang
kembali mengenai Progress beasiswa ini.

Pemimpin Rapat, Notulis,

(Ade Susanto) (Carolina)

KD 4. Distribute the result of the meeting

INDICATOR 4.1 Document that produced from meeting made

truly and be well-distributed
4.2 Other Staff are given information of the meeting matter
4.3 Job that produced from meeting entered into schedule activity
that already there is with concerned about priority and
executed properly
MATTER - Tool and doubling frame
- Duplication Way
- Usage Way or result f the meeting distribution

LEARNING - Get the picture doubling frame tool

PROCESS - Explain duplication way
- Explain delivery way
- Explain book writing or expedition sheet
- Practice Notulen duplication with machine duplication
- Practice delivery notula with fax, e-mail, circumference post and
expedition book

Bisnis dan Manajemen

Duplicating machine
 Fotocopy machine and its usage :
- press the power on to turn it on
- Put down paper at glass of photo place
copy with edge part to the patch
at scale line on correct course correct
- Depress knob of copy result regulator
- Depress knob of duplication amount that desired
- Depress knob start
- Press off knob turn it off
Mimeograph and its fuction:
- Provide paper that will be duplicated
on site that has been provided exists
beside Up and down Botton
- Depress knob power that under
- Boost up knob exists Up and down Button
beside knob power
- Put down master on site that already
provided, then adjust the master size
- Depress knob to select photo duplication
or article later, menu knob main. main menu
divided into :
a. Zoom (max 140 %)
b. Organize Size (B4, A4, B5, A5, and Post)
c. Photo Mode/to measure ink (gelap, soft, normal)
- After finish menu election to return to
arrangement early depresses main menu till gauged
article osht 1 set….%
- Then depress knob to enter master that will be
duplicated
Sending the Notula
 Faximile machine
1. make sure the fax is on
2. put the letter at feeder or
sending position (upside down paper)
3. press the target number, wait until you hear
beep….beep….
4. press start or copy, automatically the letter is sent to
its destination
 E-mail
1. Login to your email, use the following
link : http//mail.yahoo.co.id
a. Sign In Yahoo Mail
b. Insert your Yahoo ID and Password
c. Click Sign In button
2. There are some part of menu appear
yahoo mail page
3. Click NEW to start make a new message
4. Page to type your message is show up .
Pay attention to some points:
a. To : write the email address of the
outgoing letter
b. Subject : subject of the letter
c. to attach something press the attach
buton

5. To sende-mail
click Send button
 Direct post

1. type the Notulen

2. duplicate the result of the meeting to be
sent
3. Check it in advance
4. Write down /record all of the
information to be send
5. Note all explanation that will
posted stamp amount that will glued
6. If usingr stamp machine facility
all artifacts that will be sent pass by
its stamp post is stamped withthe machine

7. For package type or thick envelope ,

address is typed above lable
that have the glue then paste up at
envelope
 Expedition sheet

Two type of book Expedition:

1. Internal

2. External