MEETINGS

MEETINGS A meeting is a gathering of two or more people where purposive discourse occurs. A meeting is a gathering of two or more people where purposive discourse occurs. Informal or casual meetings also make up groups. Such meetings build rapport between people. Informal or casual meetings also make up groups. Such meetings build rapport between people. Formal groups, also called, task oriented groups, often search for answers to problems, look for a course of action, make recommendations to a higher authority. Formal groups, also called, task oriented groups, often search for answers to problems, look for a course of action, make recommendations to a higher authority.

Formation of groups: FORMING: here the group tries to get started. It is the orientation phase for group members. FORMING: here the group tries to get started. It is the orientation phase for group members. STORMING: members begin to stake out their positions; they begin to have conflicts and arguments. STORMING: members begin to stake out their positions; they begin to have conflicts and arguments. NORMING: progress begins here. Members work to solve conflicts. NORMING: progress begins here. Members work to solve conflicts. PERFORMING: here the group begins to achieve its goals. PERFORMING: here the group begins to achieve its goals.

Group follows certain phases in problem solving: ORIENTATION: discussion is free flowing, people orally wander about, each trying to focus on asking questions. Members try to inform and ask questions. ORIENTATION: discussion is free flowing, people orally wander about, each trying to focus on asking questions. Members try to inform and ask questions. CONFLICT: members begin to offer opinions. Initial conflicts occur. There may be resistance also. CONFLICT: members begin to offer opinions. Initial conflicts occur. There may be resistance also.

EMERGENCE: open exchange continues. Members begin to search for solving the problem. Compromises and decrease in conflict occurs. EMERGENCE: open exchange continues. Members begin to search for solving the problem. Compromises and decrease in conflict occurs. SOLUTIONS: a positive attitude is there. Options with criteria's have been discussed. Now is the time to complete the task and agree upon the solution. SOLUTIONS: a positive attitude is there. Options with criteria's have been discussed. Now is the time to complete the task and agree upon the solution.

PURPOSES OF MEETINGS: To present information To present information To help solve problems. To help solve problems.

Types of meetings: Informational meetings Informational meetings Suggested solution meetings Suggested solution meetings Problem solving meetings Problem solving meetings

Methods of solving problems in meetings: BACKGROUND ANALYSIS: BACKGROUND ANALYSIS: State the problem or question in an affirmative tone. State the problem or question in an affirmative tone. Define and limit the problem Define and limit the problem Collect facts on the history of the problem Collect facts on the history of the problem

SOLUTION DISCOVERY: SOLUTION DISCOVERY: Establish criteria Establish criteria List possible solutions List possible solutions Solution evaluation Solution evaluation Choice of action Choice of action

Planning steps before the meeting: Review the problem and determine the precise purpose. Review the problem and determine the precise purpose. Decide who should participate. Decide who should participate. Arrange for meeting date, time, place Arrange for meeting date, time, place Create an agenda Create an agenda Distribute the announcement of the meeting Distribute the announcement of the meeting Check on physical arrangements. Check on physical arrangements.

Procedures during the meeting: Begin with the opening statement. Begin with the opening statement. Stimulate discussion Stimulate discussion Understand the roles of participants Understand the roles of participants Interpret data for solution evaluation Interpret data for solution evaluation State the major conclusions and plan of action State the major conclusions and plan of action

Effective participant roles in meetings: ORGANIZER ORGANIZER CLARIFIER CLARIFIER QUESTIONER QUESTIONER FACTUAL CONTRIBUTOR FACTUAL CONTRIBUTOR ENERGIZER ENERGIZER IDEA CREATOR IDEA CREATOR CRITICAL TESTER CRITICAL TESTER CONCILIATOR CONCILIATOR HELPER OF OTHERS HELPER OF OTHERS

AGENDA An agenda is a list of topics or the roadmap of what will be covered in the meeting. An agenda is a list of topics or the roadmap of what will be covered in the meeting. That information can be sent in advance (desirable) or distributed at the meeting. That information can be sent in advance (desirable) or distributed at the meeting. A well organized and constructed agenda forms the basis for a good meeting, and this in turn makes it easier to write the meetings. A well organized and constructed agenda forms the basis for a good meeting, and this in turn makes it easier to write the meetings.

Essentials of Agenda: It forms a part of the notice arranging the meeting. It forms a part of the notice arranging the meeting. It is fixed beforehand & is meant for relevant discussions in the meeting. It is fixed beforehand & is meant for relevant discussions in the meeting. It lists all items/matters for discussion & may also be accompanied by necessary papers, notes, data, etc. It lists all items/matters for discussion & may also be accompanied by necessary papers, notes, data, etc. It usually contains name of the organization, venue, date & time and nature of meeting. It usually contains name of the organization, venue, date & time and nature of meeting.

Agendum: Every individual item on the agenda is termed as agendum. Each agendum should: Every individual item on the agenda is termed as agendum. Each agendum should: 1. Have a clear & concise heading. 2. State the issue and its source 3. Provide essential background information & related issues. 4. Provide essential supporting documentation.

Meeting Procedures: Documentation By meeting procedures is meant the procedures adopted to facilitate and record the proceedings of a meeting. By meeting procedures is meant the procedures adopted to facilitate and record the proceedings of a meeting. Notice of a meeting Notice of a meeting Minutes of a meeting Minutes of a meeting Resolutions passed in a meeting Resolutions passed in a meeting

Notice of a meeting: After deciding the Agenda of the meeting, the procedure to conduct the meeting starts from giving notice of meetings to all the persons who are supposed to participate in the meeting. After deciding the Agenda of the meeting, the procedure to conduct the meeting starts from giving notice of meetings to all the persons who are supposed to participate in the meeting. This notice informs the members the date, time and place of the meeting & the issues to be discussed in the meeting. This notice informs the members the date, time and place of the meeting & the issues to be discussed in the meeting.

Minutes of a meeting: During the course of meeting, the items or topics listed in the Agenda are discussed serially one by one. During the course of meeting, the items or topics listed in the Agenda are discussed serially one by one. All the participants express their views/opinions and discuss each item of the Agenda. All the participants express their views/opinions and discuss each item of the Agenda. They arrive at some conclusions or decisions, which are always kept on official record. They are the minutes of meeting. They arrive at some conclusions or decisions, which are always kept on official record. They are the minutes of meeting.

Thus, minutes are the formal records of proceedings of a meeting. Thus, minutes are the formal records of proceedings of a meeting. In other words, these are the brief of discussions held and decisions taken at the meeting. In other words, these are the brief of discussions held and decisions taken at the meeting. Purpose: 1. to serve as the formal record of discussion. Purpose: 1. to serve as the formal record of discussion. 2. To serve as a background for future discussions.

MINUTES must contain: Date, place and time of meeting. Date, place and time of meeting. List of names of those who attended the meeting List of names of those who attended the meeting List of members who did not attend. List of members who did not attend. Essential, relevant background to the topic under discussion. Essential, relevant background to the topic under discussion. A summary of the discussion A summary of the discussion A clear record of the decision reached/ resolution. A clear record of the decision reached/ resolution.

Effective writing: Brevity Brevity Clarity Clarity Self containment Self containment Decisiveness Decisiveness Immediate recording Immediate recording

Resolutions passed in a meeting: When decisions are taken in formal meetings, they are considered RESOLUTIONS – meaning thereby- that the members of the meeting have resolved the matter by deciding the given course of action. When decisions are taken in formal meetings, they are considered RESOLUTIONS – meaning thereby- that the members of the meeting have resolved the matter by deciding the given course of action. When these decisions are mentioned in the minutes, they are presented in the form of resolutions. When these decisions are mentioned in the minutes, they are presented in the form of resolutions.

Decisions- which are within the power of committee, are documented: Decisions- which are within the power of committee, are documented: ‘It was resolved that…..’ Recommendations- which need to be referred for approval, are documented: Recommendations- which need to be referred for approval, are documented: ‘It was resolved to recommend…..’

Problem Participants: The Quiet, non participating member The Quiet, non participating member The Know- it- all The Know- it- all The Long- Winded speaker The Long- Winded speaker The Erroneous member The Erroneous member The member who shows personal animosity The member who shows personal animosity

Leadership Responsibilities in meetings: Authoritarian Authoritarian Leaderless Leaderless Democratic, participative Democratic, participative