BASIC MANAGEMENT OF MEETING

SESSION OBJECTIVES
Recognize phases Identify components Manage participant behavior Implement follow up

AGENDA
y Agenda is the plan or the list of items to be discussed

or acted upon, often listed in order to facilitate the work of a group or committee

(Name of Agency) Board Meeting Agenda (Month Day, Year) (Location) (Planned Starting Time to Ending Time)
Activity y Minutes from previous meeting y Chief Executive's Report y Finance Committee's Report y Development Committee's Report (nonprofit) y Board Development Committee y Other Business - Old - New - Announcements y Roundtable Evaluation of Meeting Review of Actions from Meeting y Adjourn

Action y Approval y Discussion y Approve Budget Changes y Approve Fundraising Plan y Approve Plans for Retreat Adopt Resolution to Change ByLaws

PHASES OF MEETING

yPreparation yFacilitation yFollow up

MEETING PREPERATION
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Determine tasks Define outcomes Determine actions List participants, guests, roles Set timeframe Finalize logistics Create agenda Communicate Set up Prepare yourself

Components of Good Meetings Inform Discuss/decide Recognize

INFORMATION
y Progress y Important dates y Facts

DURING THE MEETING

Pass around an attendance sheet Give a list of committee members & make sure you know who is who Note the time the meeting begins Dont try to write down every single comment just the main idea Make note of any motions to be voted on at future meetings Note the ending time of the meeting

DISCUSSION

RECOGNITION

Strategies Ideas Project planning

Formal Informal

MEETING FOLLOW UP
y Restore room y Evaluate meeting y Prepare minutes y Contact on action items

MINUTES
Minutes are the official record of the proceeding of a meeting These minutes are intended to better assist us in the decision making process Minutes are written as an accurate record of a groups meetings Minutes also inform people who were not at the meeting about what took place.

IMPORTANCE
y Capture the essential information of a meeting like decisions and

assigned actions. y Useful because people can forget what was decided at a meeting y Can be saved and used for future reference

TYPES OF MINUTES

MINUTES OF RESOLUTIONS Only the resolution passed at meeting are recorded. No reference is made to any discussion proceeding the resolution.

MINUTES OF NARRATION Somewhat similar to report In addition to the resolution passed, a brief account of discussion and the voting pattern is also included

DOS OF MINUTES DRAFTING

 Type of meeting, name of the organization, date and time, name

of the chair or facilitator, main topics and the time of adjournment. minutes, and all resolutions.

 For formal and corporate meetings include approval of previous  An outline based on the agenda ahead of time, and should leave a

plenty of white space for notes

 Prepare a list of expected attendees and check off the names as

people enter the room. Or, one can pass around an attendance sheet for everyone to sign as the meeting starts.

 To be sure about who said what, make a map of the seating

arrangement, and make sure to ask for introductions of unfamiliar people.

 Use the device with which one is comfortable like a notepad, a

laptop computer, a tape recorder, a steno pad, shorthand.

 Study the issues to be discussed and ask a lot of questions ahead

of time

DON,TS
 Dont record every single comment, but concentrate on getting

the gist of the discussion and taking enough notes to summarize it later.
 Don't wait too long to type up the minutes, and be sure to have

them approved by the chair or facilitator before distributing them to the attendees.

PUBLIC SPEAKING

No one is born talking. We all learn to speak. It is an acquired art

PUBLIC SPEAKING
y Public speaking is the process of speaking to a group of

people in a structured, deliberate manner intended to inform, influence, or entertain the listeners. y In public speaking, as in any form of communication, there are five basic elements, often expressed as "who is saying what to whom using what medium with what effects?" The purpose of public speaking can range from simply transmitting information, to motivating people to act, to simply telling a story. Good orators should be able to change the emotions of their listeners, not just inform them.

TYPES OF SPEECH
y INFORMATIVE SPEECH

Speech to educate an audience about the topic. y PERSUASIVE SPEECH Speech that attempt to sway the attitude, belief or values of an audience. y ENTERTAINING SPEECH Speech making fun or events that are humorous

PREPERATON OF SPEACH
y Selection of topic y Research y Format y Speak on what you know be familiar with your material. y Notes outline the main points. y Do not hesitate y Selecting the talk on the basic of Occasion, y Timing the Speech y Addressing a crowd y Developing general Knowledge through reading and

other processes y Practice makes a man perfect.

ART OF MAKING PRESENTATION

y Present well. y Great presenters can transform almost any subject

into one of interest. y Use teaching aids, audio-visuals. y Modulate your voice. y Body language. y Use Humor Helps in getting your point across to the audience.  More interesting.  Removes possibility of speech becoming monotonous.  Increase in ones confidence

DONTS OF PRESENTATION
Read directly from notes or screen. Turn your back on the audience. Slouch, hands in pockets. No use of slang or um, ah, you knows Talk too fast or too quietly.

PLANNING
y Know your audience- background ,knowledgeable, no of

people , age group,gendereconomic status. y Physical factor day ,place and time, speakers of the day , see your own sequence ,audiovisual aids availability , duration of your presentation y Structure of presentation- your introduction and statement of the objective ,introduction of main theme, development of main theme(examples , arguments, graphics,visuals), Integration of theme,summary,question and answer session.

PREPERATION
y Collection of relevant information y Arrange it logically and sequentially y Punch line line for closing and opening section y Prepare your visual y Time of presentation  PRACTICE AND REHARSAL  GET READY(formal look)

MAKE PRESENTATION
y Approach the audience with confidence y Greet the audience pleasantly y Introduce yourself y State our objective y Create a rapport with audience y Develop key points logically y Paralinguistic elements  Voice,eye contact,gesture,postures, Audiovisual aids

ART OF NEGOTIATION
NEGOTIATION A process by which two parties interact to resolve conflict jointly
JL GRAHAM To communicate with the objective of reaching an agreement by means, where appropriate, of compromise." Features: y Minimum two parties y Both parties have predetermine goals y Output y Face to face interaction y Both parties believe that the outcome of negotiation may be satisfactory y Come down to agreement

y Negotiating is the process of communicating back and

forth, for the purpose of reaching a joint agreement about differing needs or ideas. It is a collection of behaviours that involves communication, sales, marketing, psychology, sociology, assertiveness and conflict resolution. A negotiator may be a buyer or seller, a customer or supplier, a boss or employee, a business partner, a diplomat or a civil servant. y It is a process of interaction by which two or more parties who consider that they need to be jointly involved in an outcome, but who initially have different objectives,

OBJECTIVES
y Cordial relation y Agreement y Promote industrial democracy y Control y To avoid government intervention y Problem solving y Both parties participation/participation of trade

union in industry

DONTS OF NEGOTIATION
Don't accept the first offer at least not immediately Don't be the first- to name a price- to offer to split the difference Don't admit you are under time pressure Dont take personally Dont force it DOS Do your research Know that employment negotiations are unique Define and understand your needs and those of your prospective employer Ask for your wants Fair play Knowledge of when to quit bargaining

CONCILIATION
y is an alternative dispute resolution (ADR) process

y y y y y

whereby the parties to a dispute agree to utilize the services of a conciliator, who then meets with the parties separately in an attempt to resolve their differences. He does this by lowering tensions, improving communications, interpreting issues, providing technical assistance, exploring potential solutions and bringing about a negotiated settlement Third party intervention Friendly intervention of third party Independent and impartial Good knowledge about rules and regulation Adviser

ARBITRATION
y Arbitration, a form of alternative dispute resolution (ADR), is a

legal technique for the resolution of disputes outside the courts, wherein the parties to a dispute refer it to one or more persons (arbitrators), by whose decision (the "award") they agree to be bound. ADVANTAGE y when the subject matter of the dispute is highly technical, arbitrators with an appropriate degree of expertise can be appointed (as one cannot "choose the judge" in litigation) y arbitration is often faster than court y arbitration can be cheaper and more flexible for businesses y arbitral proceedings and an arbitral award are generally non-public, and can be made confidential