- Dr. Elizabeth Anthony Humanities Department FSTPI UTHM MEETINGS - Dr. Elizabeth Anthony Humanities Department FSTPI UTHM
copyright@alice/fstpi/uthm/2011 MEETINGS INTRODUCTION: An essential form of communication. Is a two-way process. Properly planned and conducted, meetings are forum where information is shared, problems are solved and decisions are made in a democratic way. In a successful meeting, the members participate actively. At the end of a meeting, the morale of the members is improved. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS DEFINITION Is 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. We meet because people holding different jobs have to cooperate to get a specific task done. … the knowledge and experience needed in a specific situation are not available in one head, but have to be pieced together out of the knowledge and experience of several people.- Drucker, P copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS TYPES Formal - Annual General Meetings - Extra Ordinary Meeting - Committee Meetings Informal - Discussions - Dialogues - Brainstorming copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS PURPOSE The person calling a meeting should have a clear purpose and one/two objectives. The purpose of the first meeting would normally be; - to disseminate information about plans and programmes for the year. - introduce new members of the staff. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS 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. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS COMPONENTS Planning Notice Agenda Minutes Participant copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS CONVENING A MEETING The convener/chairperson discusses with the secretary before the latter sends out the notice of meeting. Minutes of the previous meeting should be included with the notice, if the minutes have not been dispatched earlier. The notice of meeting should contain the agenda of the meeting. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS CONVENING A MEETING …cont Participants should be invited to attend a meeting if: - they have direct responsibility or authority over the topic of discussion. - they have the relevant information required. - they have the responsibility to resolve the problem at hand or to implement the group’s discussions. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS CONDUCTING MEETINGS Call the meeting to order as scheduled. Opening/welcoming address by the chairperson with a statement about the purpose/objective of the meeting. Introduce new members, if any. Meeting procedure; - adopting/confirming minutes of the previous meeting, if any. - matters arising (from the minutes of the previous meeting). copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS CONDUCTING MEETINGS … cont matters to be dealt with on the agenda. - other matters. Summing up and closing address by the chairperson, reinforcing the purpose of the meeting. Fixing the date, time and venue of the next meeting, if appropriate. Note: A recorder should be appointed from among those present to take down minutes in the absence of the secretary. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS TYPES OF LEADERSHIP IN A MEETING Autocratic/dictatorial - The leader or chairperson regards himself as more knowledgeable than others, dominating the meeting with mostly one-way communication, from himself. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS TYPES OF LEADERSHIP IN A MEETING … cont 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. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS TYPES OF LEADERSHIP IN A MEETING …cont Laissez faire - The leader allows free discussion without control and direction to give the impression that he is ‘democratic’ and fair to all. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS TYPES OF LEADERSHIP IN A MEETING … cont The ‘invisible’ leader - The leader provides an agenda, makes friends with the group early in the meeting, keeping opening remarks short. - Encourages participation, listens attentively, watches the time, clarifies, solicits feedback, channels conflict and follows up. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS ROLE OF THE PARTICIPANT Prepares his report well if he is required to present one, using visual aids if appropriate. Goes straight to the point of whatever he has to say. Listens actively and attentively and gives feedback when required. Accepts tasks assigned. Helps the chairperson to accomplish the objective of the meeting. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS FOLLOW UP ON MEETINGS - To make a meeting effective and to achieve the objective of the meeting, there should be follow up: Sum up the accomplishments of the meeting. - summarize what has been accomplished in the meeting and what remains to be done. - feel that their efforts have been worthwhile and appreciated. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS FOLLOW UP ON MEETINGS … cont Review and distribute the minutes. - review to check any errors and omissions. - ask secretary to send them out. - ideally within a week. - post the minutes on the bulletin board for general review. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS FOLLOW UP ON MEETINGS … cont Give feedback to meeting participants. - compliment presenters who did a good job. - show interest in points raised. - follow up on questions asked. # the participants will see the meeting not as the culmination and termination of group thinking but as the beginning of an action-oriented process. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS FOLLOW UP ON MEETINGS … cont Report on meeting results. - sum up the outcome of the meeting for the information of superiors in the form of a concise memo report. - it is also to keep the subordinates informed of decisions made in the meeting to avoid misinterpretation and the feeling of separation copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS NOTICE OF MEETING The notice of meeting should reach the members at least a few days ahead to get the members prepared. The notice should contain the following info: a) Date, time and venue of meeting. b) Purpose of meeting. c) Meeting agenda. d) Attach minutes of the previous meeting. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS NOTICE OF MEETING … cont To avoid over-stretching the meeting, it is advisable to state the duration or time limit for each item on the agenda. Specify on the agenda members or persons who will speak or present reports and state the time allotted. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS AGENDA The meeting agenda should be arranged as follows; the chairman’s opening address confirmation of minutes of the previous meeting matters arising presentation of working papers other matters Conclusion SAMPLE 1 SAMPLE 2 copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS MINUTES - The minutes should record; important matters discussed in the meeting decisions made follow-up actions required - A draft of the minutes should be forwarded to the chairman for approval not later than 3 days after the meeting. - The approved minutes should be distributed to all members not later than a week after the meeting. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS MINUTES … cont The format should follow the agenda. Names of members present at the meeting should be arranged according to their seniority. Minutes of meeting should be concise, precise and clear. Every item discussed and recorded should be followed by notes indicating any further action required or for information only. copyright@alice/fstpi/uthm/2011
copyright@alice/fstpi/uthm/2011 MEETINGS MINUTES … cont FORMAT SAMPLE copyright@alice/fstpi/uthm/2011