NOOR SHAHARIAH BT SALEH LANGUAGE AND COMMUNICATION DEPT FSTPI MEETINGS NOOR SHAHARIAH BT SALEH LANGUAGE AND COMMUNICATION DEPT FSTPI

WHAT IS ‘MEETING’? Any kind of purposeful coming together of people to carry out the business of the company such as communications, planning, setting policy, making decisions or motivating the work force.

HOW? Different jobs cooperate = specific tasks done!

Essential form of communication Two ways process Improve members’ morale at the end MEETING Active participations A forum where information is shared, problems are solved and decisions are made in a democratic way.

EXTRA ORDINARY MEETINGS ANNUAL GENERAL MEETINGS TYPES OF MEETING FORMAL EXTRA ORDINARY MEETINGS ANNUAL GENERAL MEETINGS COMMITTEE MEETINGS DISCUSSIONS INFORMAL DIALOGUES BRAINSTORMING

PURPOSES AND OBJECTIVES Should be clear  usually a purpose and one/two objectives

Examples of purpose To inform the plans throughout the year To introduce a new member in the committee

Objectives Obtaining consensus and enthusiastic support of the staff. Integrating new members of the staff into the organization. Fostering group spirit (esprit de corps) among the staff. Appraising staff members by the management. Motivating members to achieve certain ends/objectives of the organization.

PLEASE AVOID… Poor planning Poor involvement Poor time management Irrelevant topic discussed No preparation

A GOOD MEETING… Has clear purposes and objectives Follows the time (the start, length etc) Makes the participants involve and follow the agendas Provides comfortable venue Includes +ve ending

COMPONENTS OF MEETING

ROLES CHAIRPERSON Discuss the notice with secretary Provide an agenda Encourage participation Summing up and closing Types of leader/ chairperson (1930s, Kurt Lewin) Autocratic/dictatorial Democratic Laissez faire

Autocratic/ dictatorial The leader or chairperson regards himself as more knowledgeable than others, dominating the meeting with mostly one-way communication, from himself.

Democratic The leader regards everyone as having a role to play and valuable contributions to make in meeting the objective of the meeting. - He/she encourages individual participation and seeks feedback.

Laissez faire The leader allows free discussion without control and direction to give the impression that he is ‘democratic’ and fair to all.

SECRETARY Prepare notice and minutes Take notes Distribute the minutes

PARTICIPANTS Contribute ideas Prepare the information/materials if they need to present something Listen well and provide feedbacks Be transparent in explaining things or voicing out opinion Accept the given tasks

NOTICE OF MEETING Participants should get few days before the day of meeting The notice should contain: 1. date, time and venue of meeting 2. purpose of meeting 3. meeting agenda 4. attach minutes of the previous meeting 5. state time limit for each agenda 6. specify on the agenda who will speak or present reports

AGENDA The meeting agenda should be arranged as follows: 1. Apologies for absence 2. Minutes of the previous meeting 3. Matters arising 4. Main Agenda 5. Other matters/Any Other Business 6. Next meeting

MINUTES OF MEETING The minutes should consist of 1. Important matters discussed in the meeting 2. Decisions made 3. Required follow-up actions The format  follow the agenda Names of the members present seniority Every items discussed and recorded followed by notes (further action required or for information only)

REFERENCES Effective Communication UWB10202. UTHM Publisher. A. Jay, “How to Run a Meeting,” Harvard Business Review, March-April 1976, pp. 43-57. Retrieved 2012,16 March from http://www.mindtools.com/pages/article/newLDR_84.htm