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Meeting Management
A meeting is defined as a routine activity in a company. Meetings can be formal or
informal.There are various types of meetings. Types of meetings is as shown below:
1. Status meeting
A status meeting is a one way communication that is done between a employer and
employee. This type of meeting will discuss certain agenda, progress project or also
performance evaluation.
2. Team meeting
A gathering among colleagues in a team project is a team meeting. If members are
gathered together for a special purpose, it is called an ad-hoc meeting. A good
example of ad-hoc meeting is a team of individuals participate in a particular
competition
3. Management meeting(board meeting)
A meeting among managers and supervisors is called a management meeting. If the
meeting participants are solely board and directors members of the organization, it is
called as board meeting.
4. Kick-off meeting
This initial gathering is called a kick-off meeting. It is also during this time wherein
members are assigned individual tasks on the project.
5. Pre-bid meeting
This meeting is attended by various business competitors(supplier or vendor) and
contractor to discuss an agenda for future projects.




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1.1 Discussion Objective
The objectives in the meeting preparation is the most important step because
having a purpose of goal for the meeting will keep the participants focused on what
they need to accomplish in that session. The objectives have to be realistic and
measurable to become achievable.Objectives help the facilitator and the participants
plan the meeting in a more focused approach. Moreover, established goals allow for
a concrete measure with which to assess the outcome of the meeting and provide
areas for improvement in the future.

1.2 Project information
Information about a particular project need to share with other members in a
meeting. Use electronic tools(e.g projector and laser pointer) and presentation
softwares(commonly used Microsoft Power Point).Record brainstorming items or
other important information on a flip chart to keep ideas in front of people. Jot down
these notes as part of the minutes. Summarize the discussion,and pull together all of
the information and ideas that have been shared and suggest the emerging solution
if available










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1.3 External parties(customer,supplier&contractor)
Many projects need the expertise of external third parties to ensure that
certain activities are carried out. The third parties is made up of customer, supplier
and contractor. Below is the detail about the external third parties:
a) Suppliers
Responsibility to provide goods and/or services to the Client as per the requirement
and to their timescale and budget. This category could include furniture supply, audio
visual equipment, IT equipment etc
b) Contractor
A contractor is a person, business, or corporation that provides goods or services to
another entity under terms specified in a contract or within a verbal agreement
c) Customer
A customer (sometimes known as a client, buyer, or purchaser) is the recipient of a
good,service, product , or idea, obtained from a seller, vendor or supplier for a
monetary or other valuable consideration.Customers are generally categorized into
two types:
An intermediate customer or trade customer (more informally: "the
trade") who is a dealer that purchases goods for re-sale.
An ultimate customer who does not in turn re-sell the things bought but
either passes them to the consumer or actually is the consume






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When deals with the external third parties, the negotiation is a vital part because, we
want the best result or win-win situation for both sides.There are four phases to the
negotiation process.
1) Preparation
Acquire all the documentation, facts, data and information necessary to bring
others into agreement. For example, when negotiating contract details with
external contractors, a project manager must gather the number of project
phases, milestones, time scales, resource requirements and
expectations.During preparation, it helps to look for win-win agreements that
focus on shared interests.


2) Exchange information and disclose necessary details
On a project, this information may include cultural or environmental
considerations, company standards, rules and policies.

3) Bargaining
It is at this stage that most of the interaction between parties takes place, and
individuals display a range of different negotiation styles and tactics to make
their case.

4) Closure.
Agreement is seals between the parties after the procss of bargaining





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1.4 Key personel for the project
Key personnel are individuals who contribute to the scientific development or
execution of the project in a substantive, measurable way, whether or not they
receive salaries or compensation under the grant. Typically these individuals have
doctoral or other professional degrees, although individuals at the masters or
baccalaureate level may be considered senior/key personnel if their involvement
meets this definition.

















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References
http://www.exforsys.com/career-center/meeting-management/meeting-types-
and-objectives.html
https://pmicie.org/images/downloads/Articles/98___working_with_suppliers_a
nd_vendors_on_projects___seven_factors_final_distribute.pdf
http://www.cirm.ca.gov/our-funding/glossary-key-personnel-roles-0
http://www.meetingsphere.com/why-meetingsphere/meetingsphere-
uses/project-management
http://www.buildingguide.co.nz/building-guide/project-management