LECTURE 6:

MEETINGS
<suptopic 1> Types of meeting.
<subtopic 2> Language of meeting.
What are Meetings?
Meeting is a compulsory activity that occurs in all organization. It is
to coordinate and plan work, make decision, monitor progress,
consultation, and give support.
 WHAT ARE THE
TYPES OF MEETING
<note> For this semester, there will be three types of meeting that will be covered in the class.
Types of meeting
● There are different types of meetings. Each type
requires a different structures & supports a
different number of participants.
● The meeting types are:
1. Problem-solving
2. Decision-making
3. Planning
Problem-solving
Meetings
Problem solving meeting
The idea of this meeting is to get opinions and ideas from others to find a resolution.

Meeting objectives start with an infinitive- to do something:

● to create ways to solve a problem
● to gather ideas on an issue
● to brainstorm on the impact of decisions already made
Problem solving meeting
Problem solving meeting is a definite “doing” activity.

Avoid from choosing wimpy statements, such as “to be aware of” or “to become familiar
with” be as specific as possible, since the objective tells participants the content and the level
of detail to expect in the meeting.
Decision-making
Meetings
Decision Making Meeting
Decision making meeting occurs when a group that interacts among its members with the
purpose of considering action related to some concern.

Your group should discuss, agree on, then post guidelines for reaching decisions:
1. Straw polling
2. Voting
3. Consensus
4. Live with disagreements
Decision Making Meeting
Straw polling
Straw polling involves asking for a show of hands to see how the group feels about a
particular issue. It is a quick check that can save a great deal of time.

To make straw polling continuous, agree on a set of hand signals everyone will use
throughout the meeting. These silent signals enable people to gauge how others are reacting
moment by moment. They can also provide invaluable feedback for a speaker who is trying
to work with a large group.
Decision Making Meeting
Voting
Voting is a decision-making method that seems best suited to large groups.

To avoid alienating large minorities, you might choose to require a two-thirds majority for a
motion to pass. Alternatively, you might decide to combine voting with consensus. Small
groups usually follow informal consensus procedures.
Decision Making Meeting
Consensus
A consensus process aims at bringing the group to mutual agreement by addressing all
concerns. It does not require complete agreement. Consensus can take longer than other
processes, but promotes creativity, cooperation and commitment to final decisions.
Decision Making Meeting
Live with disagreements
Get everyone to agree on the big vision before taking action. Do not overwork yourself
attempting to reach agreement on details. Taking a wide range of perspectives on a
controversial topic will make you more difficult to criticize.
Planning Meetings
Planning Meetings
Usually there is not enough time in business meetings to think about strategy or long-term
plans. Planning takes time, and it is often better to delegate much of the detailed work to a
smaller subgroup with a clear brief.

However, at various stages it may also be appropriate to provide opportunities for a wider
group of people to contribute – perhaps the organization’s members, volunteers, users or
board members.
 WHAT LANGUAGE
SHOULD WE USE IN
MEETINGS
<p> There are 12 types of language that we should practice in meetings.
 Language of Meeting
01 02 03

Opening: Welcoming & Introducing:

Stating the principles & objective:
 “Good Morning everyone, if we  “It’s a pleasure to welcome (name
 “I’ve called this meeting to…”
are all here, lets get started” of participant)”

04
Giving apologies for someone who is
absent:
 “Unfortunately, (name of participant)
…will not be with us today because
he…”
05 06
Reading the minutes of last meeting:
 “To begin with I’d like to quickly Dealing with recent developments:
 “Jane, can you tell us how is the
go through the minutes of our last
project XYZ coming along?”
meeting”
Language of Meeting
07 08 09
Moving forward: Introducing the Agenda: Allocating roles (secretary,
 “So, if there is nothing else we need  “if you don’t mind, I’d like to go in participants):
to discuss, let’s move on to today’s order today. Skip item 1 and move to  “(name of participants) has agreed
agenda” item 3” to take the minutes.”

10
Agreeing on ground rules for
meetings:
 “We will first hear a short report on
each point first, followed by a
discussion of…”
11 12
Summarizing the meeting:
 “before we close today’s meeting, Finishing the meeting:
 “Right, it looks as though we’ve
let me just summarize the main
covered the main items.”
points”
Advantages and Disadvantages
Advantages
Improve decision making
Shared responsibility and commitment
Encourage and facilitate good
communication
Connect all members of the organisation
Observe different point of views
Disadvantages
Poor decisions due to the need for
agreement
Takes people away for their work
Expensive in terms of labour
Reduces individual initiatives
Slow and inefficient
 In-class Activity

List down five (5) ADVANTAGES and five (5)

DISADVANTAGES of conducting a meeting.

― You are given 15 minutes to

discuss 🗣️
Observe this video and
list down what can we
improve to conduct the
meeting more efficiently.
Links: https://www.youtube.com/watch?v=xTQ7vhtp23w
 THANK
YOU Do not forget to scan your
attendance

Do you have any questions?