MEETING

Meeting

Meeting is a gathering of like people with a

common cause & a common agenda.

Remember meetings are very expensive activities considering the cost of labour. So take meeting management very seriously

Contents of the Meeting

Agenda
Agenda is the points to be discussed in the meeting. An agenda should be prcised & to the point. Think what overall outcome is wanted from the meeting and what activities are needed to reach them. Minutes Minutes of the meeting should be recorded in detail & in total, keeping in mind the aim of the meeting Minutes should be recorded in order to avoid ambiguity in understanding the outcome of the meeting

Agenda

Keep in mind overall purpose of the agenda Allocate time to each item Plan for no longer than 1 hour Start with a positive item Circulate in advance & bring extra copies to the meeting. Circulate any reading material Ensure clarity venue, time & date

The Meeting Structure

Opening the Meeting Chairman Apologies Minutes of the Previous Meeting Business arising from Minutes of the Previous Meeting... Correspondence Reports Closing of the meeting

Purpose

To coordinate or arrange activities To report on some activity or experience To give information to a group of people To obtain assistance To put forward ideas, grievances for discussion To create involvement and interest

contd

Solving problems Brainstorming new ideas Keeping staff informed Making decisions Presenting a proposal for discussion Discussing areas of change

contd
Seeking feedback Promoting team spirit Planning future services Providing direction Giving support

Successful meetings

Clear realistic outcomes Well-designed agenda

Right people, right meeting

Clear ground rules and roles Prepared participants High Quality output and results
Next step well-defined

Before a meeting ask yourself

Why are we calling people together? Is a meeting the most efficient/ effective means? Would an email/ memo/ call suffice Is there a need/ desire for group interaction? What would happen if we dont meet?

Types

Formal meeting Annual general meeting Statutory meeting Board meeting Informal meeting Management meeting

Attending a meeting
Be

on-time No mobile phones Come prepared Listen Discuss Take effective notes Make it effective

Seminar/Conference

A seminar is a lecture or presentation delivered to an audience on a particular topic or set of topics that are educational in nature. It is usually held for groups of 10-50 individuals.

contd
.

A seminar is frequently held at a hotel meeting space or within an office conference room. It is also known as Conference It also is a way to learn more about yourself and the others on your team and how that all fits together

Getting started

Determine the nature of the Conference: when? where? how long? Ensure support from colleagues and have a team Plan the timetable for preparation, execution and follow-up Contact Conference office to book space and facilities, and as well as refreshment/catering costs

Contd

Request room layout if required (committee-style or lecture style) Determine a budget and secure additional funding Set conference fees, arrange facilities for collection and banking, cancellation and refunds

Contd

GETTING SPEAKERS AND AN AUDIENCE PRACTICALITIES ON THE DAY Arrive early Bring a mobile and switch it on. Have contact numbers for catering services etc. Check on room layout, provision for speakers. Hold the event

Contd
AFTERWARDS

Record who actually attends. Thank you letters to speakers, general report to all delegates, any other follow-up Settle accounts.