1. 7.1 Introduction to Meetings

2. Role of Meetings
Providing dialogues between members, allowing exchange of information, views and opinions
Generating ideas or solutions to problems
Monitoring and evaluating performances or progress
Making policy and other decisions

4. Should this happen?

5. Organization of Meetings
Meetings don’t just happen!
They have to be organized!

6. Organization of Meetings
Before planning- what will happen?
At meeting- what is the conduct of business?
After meeting- how do you wrap up the meeting? What are the issues and discussions?

7. Preparing for Meetings

8. Preparation of Meetings
Have to be planned well
Efficient undertaking is essential whether its for the AGM or local government committee meeting
Preparation of an agenda- content/structure
Uses staff time and effort
Necessity of a meeting should be carefully analyzed before calling for a meeting

9. Conducting Business

10. Conduct of business Considered as structured discussion
Governed by rules of procedure, some are written standing orders
Important roles- chairperson, committee secretary or clerk
Chairperson controls the meeting-sets tone and style of meeting, controls flow
Secretary-effective administration, application of rules of business, carry out agenda preparation and writing minutes, take notes etc

11. Work After Meeting
2 areas namely preparation of record for meeting and ensure decision made at meeting are implemented
Formal minutes- record all happenings, statement of who has to take what action
Needs to be circulated to relevant people
Meetings exist to facilitate the execution of work

12. Full Staff/Workers Meeting
Types of Meeting
Meeting of individual
Group Meetings
Committee Meetings
Full Staff/Workers Meeting
Unplanned meetings

14. Lack of privacy and control
Unplanned meetings
Advantages;
Speed
Directness
Informality
The human touch
Disadvantages;
Lack of time
Lack of preparation
Lack of privacy and control
Striking at wrong time

15. Role of Chairman

16. What is the role of a Chairman?

17. What is the Role of a Secretary?

18. Class Activity
Try this activity if you are trying to get people to look at something from a different perspective.
With your right arm point straight up to the sky. Look up at your hand and imagine it is the rotor of a helicopter. As you are looking up at your hand begin turning your hand and arm in a clockwise direction. Continuing turning your arm as your helicopter is landing. Begin to bring your arm and hand down as you continue rotate in a clockwise direction until your hand is below your waist. Look at your hand. Are you still rotating your arm and hand in a clockwise direction?

19. Different Perspectives
If you did this correctly, your hand started rotating in a clockwise direction and ended in a counter clock wise direction. What changed?
Only one thing your perspective. Sometimes we need to change out perspective to get a fresh look at a situation. Maybe it is getting up from your desk and going around to the other side. It could be to drive a different way home from work. Or maybe just to have something different to eat for breakfast. If we change our perspective we'll be amazed at how differently we will see things in our life.

20. Discussion Get into groups and conduct a mock meeting,
choose a chairman and a secretary and the rest
will be attendees of the meeting. Discuss on the
Latest car launch as the main topic of your
meeting.

21. Group Discussion
Discuss interesting ways of conducting a meeting in regards to ice-breaking sessions to start off and to maintain audience’s attention throughout the meeting