MEETINGS
The Mechanics of Meetings
What is a Meeting?
People attend meetings for a wide variety of reasons, including work, personal interests and leisure activities. Most people will have to participate in meetings at some point in their lives, be it within an organization, a sports group, a Parent Teachers Association and such
What is a Meeting?
A meeting is the coming together of three or more people who share common aims and objectives, and who through the use of verbal and written communication contribute to the objectives being achieved.
The Purpose of Meetings
Meetings are an important organizational tool that can be used to:
Pool and develop ideas Plan Solve problems Make decisions Create and develop understanding Encourage enthusiasm and initiative Provide a sense of direction Create a common purpose
Components of Meetings
A meeting can be divided into three main components:
Content Interactions structure
Components of Meetings
Content
the knowledge, information, experience, expertise, opinions, ideas, attitudes and expectations that each individual brings to a meeting.
Components of Meetings
Interaction
is the way in which the participants work together to deal with the content of a meeting. This includes the feelings, attitudes and expectations of the participants which have a direct bearing on co-operation, listening, participation and trust.
Components of Meetings
Structure
is the way in which both the information and the participants are organised to achieve the purpose/objectives of the meeting
Types of Meetings
There are many different types of meetings; here we focus on those used to:
Inform Consult Solve problems Make decisions
Informing Meetings
These are the most straightforward meetings where one member, usually the chairperson, has factual information or a decision which affects all those present, which he/she wishes to communicate. Such meetings tend to be formal to give the real understanding and to discuss any implications
Consulting Meetings
To discuss a specific policy or innovation and can be used to get participants' views of such a policy or idea:
Review a current policy /State its deficiencies Suggest change / Stress the advantages of such change Admit any weaknesses / Invite comments Problem Solving Meetings
Consulting Meetings
The chairperson needs to describe the problem as clearly as possible. Members should be selected according to their experience, expertise or interest and then given as much information as possible to enable them to generate ideas, offer advice and reach conclusions.
Decision Making Meetings
These types of meetings tend to follow an established method of procedure:
Description of the problem Analysis of the problem Draw out ideas Decide which is best Reach conclusions
Planning and Preparation for a Meeting
Of prime importance for the success of any meeting is the attitude and leadership of the chairperson. In a meeting, the chairperson is the leader and, as such, has to perform the same function as the leader of any working group.
Planning and Preparation for a Meeting
For a meeting to be effective, the chairperson has to:
Plan, organise and control the discussion of subjects on the agenda. Maintain the group by encouraging and developing harmonious relationships. Motivate the individuals by encouraging all to contribute, rewarding their efforts and supporting them in any difficulties.
Planning and Preparation for a Meeting
Before any meeting, the chairperson should ask and resolve the following questions:
What is the purpose of the meeting? Is a meeting appropriate? How should the meeting be planned? Who should attend the meeting? What preparation is required for the meeting? What is the Purpose of the Meeting?
Planning and Preparation for a Meeting
All meetings must have a purpose or aim and the chairperson must ask questions, questions as:
What is to be achieved by this meeting? Is advice required on a particular issue? Has a problem arisen that needs prompt discussion? Is this a regular meeting to keep members 'in touch'? Is a Meeting Appropriate?
Planning and Preparation for a Meeting
If maximum contribution is to be forthcoming from all participants, the purpose of the meeting should be recognised by all. The most tangible expression of this is the agenda which should be circulated beforehand to all those invited to the meeting.
Planning and Preparation for a Meeting
The agenda should: Give the time and place of the meeting. List the topics to be covered, indicating who will introduce them. Have any relevant papers attached. Give the time the meeting will close.
The Role of the Chairperson
In a more formal meeting, the chairperson will outline the purpose of the meeting and remind members about the etiquette the of a meeting:
The chairperson controls the meeting. All remarks are addressed through the chair. Members do not interrupt each other. Members aim to reach a consensus. A vote is taken if consensus is not reached.
The Role of the Chairperson
Summarising by the chairperson during meetings can:
Indicate progress, or lack of. Refocus discussion that has wandered off the point. Conclude one point and lead into the next. Highlight important points. Assist the secretary if necessary. Clarify any misunderstanding.
The Role of the Members
While emphasis has been placed on the role of the chairperson, the participation of all members is of great importance. To ensure an effective meeting, all participants should:
Undertake any necessary preparation prior to the meeting. Arrive on time. Keep an open mind.
The Role of the Members
(contd) To ensure an effective meeting, all participants should
Listen to the opinions of others. Participate. Avoid dominating the proceedings. Avoid conflict situations. Avoid side conversations which distract others.
The Role of the Members
(contd) To ensure an effective meeting, all participants should
Ask questions to clarify understanding. Note down any action agreed upon. (See: NoteTaking) After the meeting, undertake any agreed action and brief others as appropriate.
Problems in Meetings
The meeting is unnecessary and revolves around discussion of trivial issues, thus wasting members valuable time. The meeting lacks a clarity of purpose, i.e., the aims and objectives are not clearly defined.
Problems in Meetings
Inappropriate style of leadership, i.e., the chairperson dominates and closes down or disregards other contributions. The chairperson exercises little control and allows one or two members to dominate the proceedings. Decisions emerge that are not truly representative.
Problems in Meetings
The meeting is too large thereby limiting the flow of discussion and preventing all members being able to contribute. Problems are talked about rather than being talked through. Decisions are delayed or not acted upon. No clear-cut decisions are made.
Problems in Meetings
Minutes are inaccurate or seen as being manipulated by the chairperson or secretary for his/her own purposes. The wrong people are present, thus preventing the meeting proceeding effectively, e.g., those present have to refer back to another person and are therefore unable to comment effectively
Note taking in Meetings
Effective note-taking is an important transferable skill & can be applied in all aspects of life, socially, at work and during study. Note-taking is a way of summarizing and retaining the key points from what youve heard and understood.
What is Note Taking?
It is important to recognise that taking notes should not distract you from listening intently to what the speaker is saying. Effective note-taking involves listening whilst jotting down key points that will be important later: in a business meeting this may include action points that you have agreed to attend to
General Note-Taking Guidelines
Do not write down everything that is said, word-for-word, that would be transcribing, which is an altogether different skill. Concentrate on the key points, remain alert and attentive and listen to what is being said. Write down in full, key information that cant be shortened: names, contact details, dates, URLs, references, book titles, formulas etc.
General Note-Taking Guidelines
Try to use short concise points, single words or phrases or short sentences, use bullet or numbered lists if necessary. Use underlining, indentation, circle words or phrases, use highlighter pens whatever system works for you to emphasis the most important points and add some structure to your notes.
General Note-Taking Guidelines
Write in your own style and use your own words, you dont need to worry too much about spelling, grammar, punctuation or neatness as long as you can read your notes later and they make sense to you. Use abbreviations to help you just note what they mean!
General Note-Taking Guidelines
Use some sort of shorthand system that you will understand later develop this system as you become more skilled at note-taking. Dont panic if you miss something. You can usually ask the speaker to repeat a point or ask a college or peer after the event. Note down that you have missed something to remind you to do this.
General Note-Taking Guidelines
As soon as possible, after the event, you should review and, where necessary, rework your notes. Fill in any gaps, adding content and further research to your notes. If your notes are handwritten you may want to type them into a computer. If possible share and/or compare your notes with a colleague or peer.
MEETINGS
The Procedure of Meetings
Before the Meeting
Invitation or Notice of Meeting is sent to relevant parties (whoever needs to attend the meeting) Venue is available, booked & confirmed All relevant documents for the meeting are prepared Distribute minutes of the last meeting
*commonly done by the secretary or the PA to the chairperson
During the Meeting
Secretary is to take note of what happens in a meeting which includes:
Names of those present Time the meeting begins & ends Motions carried Names of proposers & seconders of motions Decisions & further actions Name of person in charge for a task/action
During the Meeting: Greeting
Chairperson to greet participants
good afternoon everyone and welcome. Thank you for coming Good evening everyone. Before we begin, I would like to welcome our MP, Dato Hisham
During the Meeting: Apologies of Absence
Ask for apologies
Before we continue further, is there anyone who would like to convey any apologies of absence from other members?
During the Meeting: Confirm Minutes
Read through the minutes of the last meeting and ask participants to confirmed
Can I have someone to propose that the minutes be confirmed?
To propose for confirmation
I, Siti Sarah, propose that the minutes be confirmed
To ask for a seconder of the proposal
may I have someone to second the proposal?
To second
I, Jason Woo, second the motion that the minutes be confirmed
During the Meeting: Control the Discussion
Chairperson should encourage participants to express their opinions
What is your opinion about/on____? Should we _____?
Participants can express their views by saying
I think _____ The way I see it ____
During the Meeting: Prevent Monopoly
Some participants tend to monopolize the discussion, chairperson should tactfully end his/her talk & let others talk
Im sorry to interrupt you, but we need to move on to _____ Thank you for your thoughts on that, now lets hear it from ____
During the Meeting: interrupting
It is always polite to let someone finishes what they need to say, but when they spend too much time (unproductively) on it, it is necessary to interrupt
May I interrupt for a moment? Sorry to interrupt, but I wonder I dont mean to interrupt, but..
During the Meeting: Clarifying
When you do not understand what someone has just said, you can ask them to explain
Im sorry, I didnt quite follow what youve said just now. Could you explain that please? Are you saying that.. Im sorry, I didnt catch that. Could you repeat what youve just said?
During the Meeting: Agreeing & disagreeing
To agree
I totally agree with you I think you are absolutely right
To disagree
Although I agree with most of what you have said, I do not completely agree with your point about You have a good point here, but
During the Meeting: Persuading & Recommending
Persuading try to make others accept your ideas
Wouldnt you agree that..? After looking at it thoroughly, dont you think it is wiser to
Recommend suggest ideas
I strongly suggest that. Having some experience on the situation, I would like to suggest..
During the Meeting: Closing the Meeting
Chairperson may review main decisions go around the table to ask participants if they have anything else to add I think weve covered everything today. Thank you for your contributions. Since theres no further business, I declare the meeting *closed. Thank you everyone
*some organizations might use adjourned instead of closed
After the Meeting
Secretary to complete writing out the minutes of the meeting Make photocopies of the minutes and distribute (or email soft copy) to all participants Assist chairperson to ensure all issues are followed up/carry out by the respective parties
Minutes of Meeting
