1. - Dr. Elizabeth Anthony Humanities Department FSTPI UTHM
MEETINGS
- Dr. Elizabeth Anthony
Humanities Department
FSTPI UTHM

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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.

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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

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MEETINGS
TYPES
Formal
- Annual General Meetings
- Extra Ordinary Meeting
- Committee Meetings
Informal
- Discussions
- Dialogues
- Brainstorming

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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.

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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.

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MEETINGS
COMPONENTS
Planning
Notice
Agenda
Minutes
Participant

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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.

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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.

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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).

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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

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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.

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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.

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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

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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.

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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.

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MEETINGS
MINUTES … cont
FORMAT
SAMPLE