Beruflich Dokumente
Kultur Dokumente
Submitted to:
Sir. Khalid Mehmood,
Submitted by:
Talha Mohammad
Aadil Hakim Ali
Haris Bin Haroon
Waqas Anjum
Huzaifa Ahmad
Jawad Khillan
INTRODUCTION ...................................................................................................4
Objective..........................................................................................................................................................5
Purpose ...........................................................................................................................................................6
Significance......................................................................................................................................................6
Chairing a Meeting.......................................................................................................................................18
Taking Minutes.............................................................................................................................................21
Ice Breakers...................................................................................................................................................23
Team Building...............................................................................................................................................25
Corporate Minutes........................................................................................................................................28
CRITICAL ANALYSIS..........................................................................................31
CONCLUSION......................................................................................................45
REFERENCES .....................................................................................................46
ABSTRACT
If communication is the lifeblood of any organization, then meetings are the heart
and mind. The place where we communicate our ideas, hash them out, share our
passion for better or worse, develop new understandings and new directions. It's
where deals can happen or fall apart, where strategies are articulated and
debated -- in short -- where we engage with others. That's what it's all about,
A meeting can and should be the most interesting and productive part of a day.
And if you've ever been to a great conference or seminar, you already have seen
1) preparation
2) facilitation
3) inspiration
4) results
This has helped us to know how to plan and implement the business meetings to
find most out of these activities. The business meetings present an opportunity to
network with others to find out what is needed for success in business objectives
through adopting best practices and eliminating the hurdles in the way of
success.
Introduction
Meetings come in all shapes and sizes. There are the everyday office meetings,
board meetings, seminars -- all the way up to major conferences. And meetings
can now be face-to-face, teleconference, videoconference, or online via the
Internet. And when is the last time you heard someone say, "Gee, we need to
have more meetings." There are more than enough meetings to go around these
days, and for a good reason. Meetings are more important than ever. Modern
coordination.
The business meetings present an opportunity to network with others to find out
If communication is the lifeblood of any organization, then meetings are the heart
and mind. The place where we communicate our ideas, hash them out, share our
passion for better or worse, develop new understandings and new directions. It's
where deals can happen or fall apart, where strategies are articulated and
debated -- in short -- where we engage with others. That's what it's all about,
Objective
are too often seen as an end unto themselves. We have attended more than our
share of meetings where the object was to get to the meeting. Once there, we
dutifully filled the time allotted while producing only a minimum of new ideas,
Purpose
and our ability to plan and manage them. The main purpose of this effort is to
share ideas and express different thoughts regarding business meetings. Using
meetings effectively starts with the understanding that meetings are not the
and itineraries. It enables us to get in the drivers seat and focus our attention on
the results we want to achieve and the means of achieving them. This requires
meeting leader and facilitator, determining the key participants, and identifying
critical steps in order to make the best use of peoples' time and energy.
Significance
Many of the business meetings end up with a lot of time wasted, inefficiency, and
money down the drain. Worst of all, there's an opportunity cost as highly paid
workers waste their time performing low skill work instead of higher value
activities. But didn't we imply that setting up meetings is not such an easy task?
True, but it's not rocket science, and rocket scientists shouldn't be wasting their
With a clear destination in mind and key waypoints noted, it is possible to map
possible routes and determine when a bike, a bus, a plane, chariot or truck is the
appropriate vehicle to get you there quickly. With clear objectives, we can
determine how each part of the meeting should be structured and managed to
This report will give us a complete guidance to lay out the importance of distinct
and the clarity in how to get the meeting decisions implemented and the follow up
there after.
All of us need solutions to make scheduling meetings more efficient and less of a
hassle. Unfortunately, there is not one solution for everyone, and there's no
much as 50% of that meeting time is unproductive and that up to 25% of meeting
time is spent discussing irrelevant issues. Typically, they complain that meetings
are too long, are scheduled without adequate time to prepare and end without
inspired and rejuvenated. But how many of us have ever left everyday meetings
feeling the same way. Rarely, no doubt. The reason is that good seminars and
conferences are organized precisely to engage us. Sadly, most office meetings
are not.
Believe it or not, meetings can and should be the most interesting and productive
part of a day. And if you've ever been to a great conference or seminar, you
already have seen some of the basic principles at work. These can be
summarized as:
1) preparation
2) facilitation
3) inspiration
4) results
Preparation means making sure your meeting has a clear, stated purpose, and
meeting, a plan for the meeting is reflected in the agenda and the facilitator (or
Inspiration is probably the most overlooked aspect of everyday meetings. All the
attention to detail and process can push the opportunity for spontaneity and
A result means that every meeting should be directed toward one or more
outcomes. Participants must feel that something has been accomplished, and
they must see all of their meetings as part of the bigger strategy to involve them
Effective Meetings
The following are some tips to help you make your next meeting successful,
agenda.
or articles prior to the meeting so members will be prepared and feel involved
and up-to-date.
4. Choose an appropriate meeting time. Set a time limit and stick to it, if possible.
Remember, members have other commitments. They will be more likely to attend
5. If possible, arrange the room so that members face each other, i.e., a circle or
6. Choose a location suitable to your group's size. Small rooms with too many
people get stuffy and create tension. A larger room is more comfortable and
7. Use visual aids for interest (e.g., posters, diagrams, etc.). Post a large agenda
everyone knows where and when the next meeting will be held.
During The Meeting
1. Greet members and make them feel welcome, even late members when
appropriate.
2. If possible, serve light refreshments; they are good icebreakers and make your
6. Encourage group discussion to get all points of view and ideas. You will have better quality
decisions as well as highly motivated members; they will feel that attending meetings is worth
their while.
improve when members see their impact on the decision making process.
8. Keep conversation focused on the topic. Feel free to ask for only constructive
and non- repetitive comments. Tactfully end discussions when they are getting
problem arises.
10. As a leader, be a role model by listening, showing interest, appreciation and
positive note. For example, have members volunteer thoughts of things they feel
12. Set a date, time and place for the next meeting.
2. Discuss any problems during the meeting with other officers; come up with
6. Conduct a periodic evaluation of the meetings. Note any areas that can be
analyzed and improved for more productive meetings. See a sample meeting
evaluation.
And remember, effective meetings will keep them coming back!
Scheduling Meetings
Scheduling meetings is one of the most common tasks in the modern workplace.
agendas, and taking minutes was the domain of the office secretary. With the
meetings is a chore for all but the highest of executives, and even they get there
Democracy works great in politics most of the time, but it doesn't work well in the
division of labour. So the reality is that many organizations have high-paid staff
doing work that used to be done by lower paid staff. And as any good secretary
will tell you, what looks easy when they do it doesn't work so easily for the rest of
us.
So why aren't sensible organizations hiring more secretaries to take up this task.
Part of the problem is that all of the other work that secretaries used to do has
also been absorbed by the rest of us. So, we type our own letters, try to create
professional agendas, and blunder our way through meeting minutes. Computer
technologies have given us a false sense that we can do all things well, but each
take into account. It could be that there's a certain pecking order, and some
people have to work around more important people's schedules. Or, some
people can best be contacted by phone, some by e-mail, or some through a third
meeting is held are important as well, and very political. For some meetings, a
simple announcement will do. For others, participants will need to be polled for
The complexity doesn't stop there. Let's look at the kinds of situations that often
2) Participants are polled about their availability for a meeting, but are given so
those who miss the second message end up at the wrong room.
5) So many messages fly around about a proposed meeting that there's general
updating their schedules on an intranet, only to find that after the initial
enthusiasm, people get lazy about updating their schedules, or resent having to
show their availability to everyone else -- and eventually less and less time
8) Someone goes through all the trouble of scheduling a meeting then finds out
9 No one sends a reminder about a meeting, and sure enough, several people
10) You get invited to a meeting but the organizer forgets to say where it is, how
11) People get so frustrated trying to set up meetings that they just stop doing it,
or won't take the responsibility. It's rare to see anyone volunteering gleefully to
If delegated, make sure you give clear instructions. Some of the things you'll
3. Whose schedule do you need to work around most, and will others be
simply a time when most people (including the required attendees) can meet
5. What kind of room or facility is needed and what a/v or computer equipment is
required
6. Will the meeting require catering, either coffee and tea or a full lunch?
It's no wonder that when we treat as a simple matter of making a few calls and
sending a few messages, things can go awry. What seemed like a simple task
becomes a frustrating game of cat and mouse, no-shows, location foul-ups, and
general disorganization.
Once you've realized that organizing a meeting will take some planning, and
you've made some choices about how you're going to proceed, there are several
The meeting agenda is a roadmap for the meeting. It lets participants know
where they're headed so they don't get off track. Most importantly, the meeting
3. Meeting location
4. Topic headings
participants
Chairing a Meeting
Why do meetings fail? Well, there may be reasons such as lack of time, a badly
meeting should have been called for a specific purpose and all discussion at the
meeting must be steered to this end. This may sound simple in theory but in
1. Impartiality
2. Assertiveness
3. Staying on course
4. Summarizing
Impartiality
A chairman is like a judge in a court. He should ensure that all participants have
an opportunity to express their point of view. It can be difficult to leave your own
opinions at home, but if you can’t remain impartial, you shouldn’t have taken the
job.
Assertiveness
Ensuring that everyone gets a hearing will almost certainly involve stopping
someone from dominating the proceedings. The more contentious the issue the
more likely you are to to require firmness. You don’t need to be rude or dogmatic.
Phrases such as “I think we should hear from Ms. Smith on this” or “can we have
most cases. Once you provide this opening, however, you need to ensure that
there are no interruptions while the next speaker has their say.
Staying on course
How often have you seen an agenda left totally aside? The meeting starts off well
but becomes embroiled in a particular topic (perhaps the first item on the
agenda) and ends when time runs out. A Chairman must assess the importance
of each item on the agenda, and allot time to each topic as required. If one issue
begins to dominate the chairman must take control. You might suggest a further
meeting to discuss the issue at a later date, or that the main parties concerned
could continue the discussion at the end of the meeting. Sometimes it will be
necessary to call for a decision and then move on to the next topic. You need to
stay alert and make sure that the issue has been given an adequate and
Summarizing
Summarizing can be used to end a topic, to end a discussion, to limit the need
for discussion and at the end of a meeting to ensure that everyone has a clear
skill for a chairman. Summarizing requires active listening. You have to state
concisely what was said in an impartial way and end with a clear statement about
stopping rows. There is much more to it than that. Prior to the meeting, a
chairman should consult with the secretary regarding the agenda, ensure that all
interested parties have been notified, assess the level of interest and the
potential for divisiveness for each item, and allot time to each item, based on
During the meeting, the chairman must focus on the decisions required of the
meeting, ensure that all participants are accorded adequate time, decide when to
The above are all key ingredients for a fruitful meeting. A tactful but assertive
chairman will facilitate an effective meeting, and that’s what everyone wants.
Taking Minutes
These days, many of us find ourselves in the position of taking minutes without a
clue of how to go about it. The following is a guide for making this task easier:
• Ensure that all of the essential elements are noted, such as type of
meeting, name of the organization, date and time, venue, name of the
chair or facilitator, main topics and the time of adjournment. For formal
resolutions.
• Prepare an outline based on the agenda ahead of time, and leave plenty
of white space for notes. By having the topics already written down, you
• Prepare a list of expected attendees and check off the names as people
enter the room. Or, you can pass around an attendance sheet for
• To be sure about who said what, make a map of the seating arrangement,
your notes.
you have to concentrate on grasping the issues while you are making your
Ice Breakers
Ice breakers are a great way to begin a meeting. They help to relax participants,
and that makes them more receptive to listening and contributing. An ice breaker
can also serve to build a team atmosphere and to generate enthusiasm. Ice
breakers can be fun, amusing, humorous, thoughtful, surprising or just plain silly.
The days of one-liner jokes as ice breakers are gone, and there are many new
creative ideas. The most popular are games that have participants reveal
know each other personally. The idea is that more than just having fun, the ice
breaker will truly help to create group cohesion based on trust and
understanding.
One of the tricks of an icebreaker is timing. It should not be too long otherwise
the serious work of the meeting will not be given enough time. It should not be so
short that participants feel it was a perfunctory exercise. Timing also depends on
the size of the group, the overall length of the event, and the purpose of the
event. An all-day retreat might warrant a half hour ice breaker, but a one-hour
meeting may merit only a minute or two. The following are some ideas compiled
1. Games
2. Activities
3. Simple Lead-Ins
Games
• Have participants say 3 things about themselves - 2 true and 1 lie, others
What is your favorite food, animal, TV show, hobby, and color? Sign your
name. Don't let anyone else see the answers. The leader then reads the
answers to the whole group, and members try to guess whom each set of
answers belongs to. Award one point for each right guess. The person with
• Give each person is given a list of 5 to 10 traits that they must find in common
with the people around them. Sample items could be: "Find someone that
was born in the same month", "..Someone who lives in your state", or "..drives
the same model of car". A prize is awarded to the participants with the most in
common.
Activities
• Write the words "agree," "disagree," "strongly agree" and "strongly disagree"
on separate pieces of paper and post them on four different walls of the room.
Then make a statement such as "our organization can change the world" and
have everybody move to the part of the room that matches their opinion.
• With everyone in a circle, have someone come up with a short story that they
whisper to the person next to them, and so on. Have the last person recount
Simple Lead-Ins
• Ask participants to state one or two "burning questions" they hope will be
• Have them state their personal definition of the topic (eg., in a marketing
Team Building
player.
A lot to ask of any individual, especially one who has not played on any team
since softball in the third grade! Many businesses request a team player without
knowing what that actually means. Being on a team means being inter-
But first, one must be independent. If you cannot function well on your own, an
office team can turn into an outlet for all your personality flaws. An independent
person knows what makes him or her tick, what's important in their lives. These
are called values or ethics. These values can then be brought to any team and
become part of the contributing process. People who can't be managed or trust
A team needs a reason to get together; a project or specific plan that requires
support the team's success. Remember, teams are not magic bullets. So, let's
get started. How do you put a team together? Here are a few suggestions to
follow:
• First, the owner/manager of the business must be aware of how teams work.
The team is accountable to each other, not the owner. Second, someone has
to lead. Third, it requires guidelines. And fourth, the team needs values of its
• If one is not committed to the plan and the team, nothing will work. Until there
many take the time to do whatever it takes to get the job done. What being on
a team truly implies is giving up your ideals for something greater than
yourself.
• Next comes contribution, the differences that make a team exciting. Not
the world. This is your community if you were sliced off the end of the earth.
You must trust and be accountable to each other, not the owner.
• The owner or manager may lead the team, but allows the individuals on the
team to blossom and grow. No throwing cold water over anything new or
different! Teams can be about change and I think that is their greatest
• Now, how to communicate all these ideas and values. At the beginning of any
opportunity to settle in, to connect with each other before the real work starts.
• Teams can be enjoyable and fun, but no one will know that unless team
• Cooperation means to pool all the resources and ideas of each individual. It
also means to put aside your personal goals for the objective of the team. The
bosses.
• A word of caution. Not everyone is a team player. People who are loners
need just that, to work alone. As long as they can create results on their own,
let them. People on a team have to want to be there. No one wants a person
on a team that does not want to be there; they just stall any progress. So, set
Corporate Minutes
elect directors. Also, the bylaws of most corporations also require their board of
directors to have an annual meeting. Although the board may delegate day-to-
day operation of the business, the following actions normally require approval by
The board generally should also approve the following types of transactions:
delegated)
This list does not include all requirements, and some corporate actions require
requirements.
If your corporation has not kept adequate records of shareholder and board
meetings, these records with can and should be reconstructed with the aid of a
legal professional.
You should obtain proper legal consultation if you think that your corporate
meetings that many people find stressful. Here are pointers to help you make the
most of business meetings and relieve some of the stress you may feel when you
2. Look Your Best: When you look good, your confidence goes up. Make sure
occasion.
Critical Analysis
event or to increase the RSVP list is to realize that people really do enjoy
participant gets a chance to learn new information and interact with peers and
leaders in their field. The most successful meetings create a warm, friendly
environment for everyone – and that is why they enjoy attending. Once hosts
theme and not overwhelm attendees. For example, the following sample half day
want to attend such programs and when they cannot. Consider the following
on time.
Okay, so most business meetings are held in hotels and that is not so unique.
But not all hotels are the same, and hotels are not the only available venues. The
main point here is to select a location where your guests want to go. After all,
they are basically detouring from their routine, and want to enjoy the event.
they are ranked in order of importance. Too often, hosts will compile a master list
of prospective guests and open the meeting to the masses. This will work if you
However, the business meeting shouldn't be viewed as a direct mail effort with 1-
attendees, folks who they really want to attend: rates of 50% or better. A final
thought about attendees: try to invite individuals of similar rank and experience to
the meeting.
early, and continue reminding them about the event even if they have confirmed
• Send a save the date early in the planning process (paper or electronic).
electronic).
the step that makes most hosts cringe … they do not want to dial for attendees. It
is helpful to share this responsibility. The guest list of an event is often compiled
from contact lists that are maintained by a variety of individuals, and those
individuals with the closest relationships to the invitees should extend a direct
Everyone has attended good conferences and bad conferences, and the same
holds true for seminars and other appreciation events. Lucky for planners, people
more often enjoy the meetings they attend. The key here is to help your client
may seem, if someone enjoyed attending your last series of events, he or she is
appreciate receiving additional handouts and materials that may have been
those who attended the event. The thank you note and follow up communications
Meeting Management
People spend so much time in meetings that turning meeting time into sustained
meetings will not bear the fruit you desire from the time you invest in meeting.
Take these twelve meeting management actions to guide meeting attendees to
Actions before the meeting establish the groundwork for accomplishing meeting
results. You can do all of the needed follow-up, but without an effective meeting
Effective meetings that produce results, begin with meeting planning. First,
identify whether other employees are needed to help you plan the meeting. Then,
decide what you hope to accomplish by holding the meeting. Establish doable
goals for your meeting. The goals you set will establish the framework for an
effective meeting plan. As Stephen Covey says in the Seven Habits of Highly
Effective People, "Begin with the end in mind." Your meeting purpose will
determine the meeting focus, the meeting agenda, and the meeting participants.
Once you’ve developed your meeting plan, ensure that a meeting is the
appropriate vehicle for accomplishing the set goals. To schedule and hold a
meeting is expensive when you account for the time of the people attending. So,
make efforts to determine that a meeting is the best opportunity to solve the
newsletter. Make sure the meeting is needed and not just convenient for you –
If a meeting is the appropriate means to accomplish your goals, check with the
participants who must attend for the meeting to succeed. The needed attendees
must be available to attend the meeting. Postpone the meeting rather than
place of a crucial decision maker, make sure the designated staff member has
How many meetings have you attended that started out with the meeting
slide for discussion? Frustrating? You bet. The meeting becomes a group read-
in, hardly productive for goal accomplishment. You can make meetings most
hours before a meeting affects meeting success. The more preparation time you
points; and minutes, notes and follow-up from earlier or related meetings and
that attendees will read the pre-work before the meeting, helps ensure meeting
success.
Types of Meetings
How do you know it's time to call a meeting? What type of meeting is it? What's
the purpose of the meeting? Here are some typical situations when a meeting
regular intervals while the work is being done. Toward the end of the
the previous week and look ahead to what will be accomplished in the
meetings.
conversation can take place in spoken words - which can be quicker than
conflicts are escalating, or any other emergency occurs, it's time to call a
meeting.
Groups are great at some tasks, like weighing alternatives and generating ideas.
But sometimes a meeting is not the best or most efficient way to get something
subcommittees of one - then presented to the larger group for review and
chair.
The purpose of the meeting should help determine the appropriate format. If it's
someone's office may take the place of a meeting. The length and formality of the
meeting will vary depending on how many people are invited, how much notice is
given, the size of the company (larger companies often have more formal
meeting protocols than smaller ones), and who's leading the meeting. The basic
at intervals until the project is over. Since these meetings recur, their
internal or external. Such meetings are often arranged with very little
precedence.
Conference calls and videoconferences are similar to in-person meetings, but the
differences in media suggest some changes in the way these meetings are
• Choose a time that works for all participants, factoring in time zones.
• Confirm attendee list and make sure all handouts have arrived.
• If the call is incoming, be ready when the phone rings. If you're cutting it
• If the call is outgoing, dial in one or two minutes before the conference is
scheduled to begin.
time.
• Let one person speak at a time, so that no one's words get cut off.
• If parties are disconnected from a three-way call, the person who initiated
• End on time. As in all meetings, it's important to stick to the agenda and
While effective meetings are essential to any organization and to getting work
done, most meetings leave us still looking for a decision, tired and in need of a
chiropractor. A good meeting, like a football team's huddle, should bring people
energize the participants, and contribute to building team effort within the
organization.
Successful meetings are ones where attention is paid to three areas; content,
Selection of content is crucial. All too often meetings are called to dicuss issues
which would be better resolved with a couple of phone calls while at the same
time core issues remain unmentioned. The key is to focus meetings around key
issues, the ones that motivate employees and to let the meeting participants
Secondly, the design of the meeting can hinder or support the decision making,
Third, and most often ignored, is making sure the individual and group needs of
the participants are met. Are people participating, included, feel that there is
room for their ideas? Are dysfunctional behaviors openly dealt with, is there
positive energy in the group, are people committed to the task at hand and
enthused about the way the group is working to complete the task?
Common Mistakes:
Conclusion
Unprepared attendees.
No agenda.
References
www.wikipedia.com
http://www.scribd.com/
http://esl.about.com/od/businessreading/a/d_meeting.htm
http://www.bloomberg.com/?b=0&Intro=intro3
http://www.businessweek.com/