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

2. 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.

3. HOW?
Different jobs cooperate = specific tasks done!

4. 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.

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

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

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

8. 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.

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

10. 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

11. COMPONENTS OF MEETING

12. 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

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

14. 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.

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

16. SECRETARY
Prepare notice and minutes
Take notes
Distribute the minutes

17. 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

18. 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

19. 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

20. 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)

21. REFERENCES Effective Communication UWB10202. UTHM Publisher.
A. Jay, “How to Run a Meeting,” Harvard Business Review, March-April 1976, pp
Retrieved 2012,16 March from