Meetings

Conducting Meetings

What is a meeting?◦Process of people getting together to talk and

share their knowledge, opinions, experiences, views and suggestions

Types of meetings◦Formal meetings◦Informal meetings

Formal Meeting

Have set rules and procedures that must be followed and a complete written record of the proceedings must be produced

There is often a legal requirement to hold a formal meeting

Ex Annual General meeting

Informal Meeting

No official rules other than those devised either by the organisation or by the participants

A written record in the form of minutes can be produced but only for reference as it is neither a legal nor an organisational requirement

Ex Working parties

ExamplesMost formal

◦Annual General meeting◦Extraordinary General Meeting◦Board meetings◦Shareholders meetings◦Employer/ trade union or staff association

Some formality◦Branch meeting◦Departmental meeting

Informal◦Team briefing◦Problem solving◦Project groups◦Working parties

Characteristics of meetingsAll meetings have a definite purposeInteraction has to take placeCertain rules have to be observedGenerally chairperson is in control of the

proceedings of the meeting

Objectives of a meetingTo provide informationTo obtain informationTo solve a problemTo persuade or sell an ides

To obtain informationThe aim of such a meeting is to obtain facts,

figures, opinions and viewpoints This information is important to take decisions, to

plan or to complete tasksThe chairperson needs to stimulate members to

readily voice their opinionsHe should be a good listener and encourage the

members to speak He should create an atmosphere wherein the

participants willingly cooperate and contribute information and do not do so out of fear or coercion.

To provide informationThe purpose is to disseminate informationExample - A meeting held to brief the

members of a new policy or procedure Chairperson needs to provide participants

with clarifications in case they need any.The participants have to be active

listeners voicing their doubts and seeking clarifications if need be.

To solve a problemThe purpose is to arrive at a solution to a

problem being faced by the orgn

Example - A meeting held to find measures to boost up declining sales of a product

Chairperson ◦has to ensure that a viable practical solution is arrived

at.◦ensure participation of all members◦should have considerable expertise and experience

To persuade or sell an ideaThe aim is to make the participants believe in the

suitability of the idea / decision.

Example - A meeting held by the sales department with select customers to launch and advertise a new product

Chairperson ◦ should have the ability to sell. ◦ well developed persuasive ability and should sound convincing.

Conducting a meetingFace to faceTelephone conferencingVideo conferencing

Important to conduct a meeting effectively◦Waste of time money and resources

Planning a meetingKey to a successful meetingFollowing issues need to be considered

◦Purpose◦Size◦Timing◦Location◦Layout◦Visual aids

PurposeThe objective of the meeting should be

◦Clearly expressed◦Known to all the members attending the

meeting◦Kept in mind during the course of the meeting

SizeEffectiveness to a large extent dependent on sizeNumber should not be too many or too few8-10 people generally idealIf number is large-

◦ suitable only if purpose is to disseminate information◦ Chairperson does most of the talking◦ Interaction is less

If number is less – ◦ Insufficient breadth of experience◦ Lack enough variety and intellectual stimulus

Size For optimal size – ensure that only those

members are asked to attend who can contribute effectively

Based on their relevant experience/ knowledge and awareness

Sometimes on the basis of the position they hold

TimingThree aspects related to timing

◦ Choice of date and time◦ Duration of meeting◦ Time allocated to each individual item

Choice of date and time◦ Date

based on the convenience of those attending the meeting or the urgency of the issue to be discussed.

Routine meetings- the date of the meeting may be fixed◦ Time slot

when people are energetic, receptive and fresh to deal with dynamic issues

Avoid slotting meetings immediately after lunch when one is generally dull and sluggish.

Avoid end of the day meetings when participants may be impatient because of a hurry to reach home.

Timing Duration – Depends on

◦ Number of issues to be discussed◦ Complexity of the issues◦ Competency of members to deal with the issues◦ If duration has been fixed- limit number of agenda items

Timing - Decide in advance the amount that will be allotted to each item and sequence◦ Urgent items first -less urgent matters can be postponed to another

meeting. ◦ Challenging issues which require active contribution from members

should be dealt with first when the members are fresh.◦ Items which are likely to create more discussions and about which

opinion of members is divided should be dealt with before items which are likely to have consensus. -psychologically beneficial as the meeting will be concluded on a unanimous tone rather than with differences.

LocationMost orgn have conference rooms of adequate

size to cater to internal meetingsConsiderations

◦Appropriate size of the room s- neither large nor small

◦be convenient for majority of members◦Lighting adequate. If visual aids like OHP projector

are to be used lighting should be controllable◦Room should be neat and clean◦Facilities for visual aids◦well ventilated with comfortable temperature.◦Seating –comfortable◦minimal disturbance from outside.◦provision for water/ tea and refreshments.

LayoutClassroom layout

•Appropriate when purpose is to provide inf, chairperson does most of the talking•Inappropriate when interaction is required between members

U Shaped layout

•Advantage - everyone is visible to everyone else –facilitates

•Chairman can come to the centre of the ‘U’ to lay stress OR to decrease the formality

Committee layout

•Traditional layout•Reflects formality•Secretary or minute taker- on left or right side of chairman

Round table layout

•Similar to committee layout•Suggests less formality

Visual aids1. Handouts- contain information in the form of

reports, summaries, tables, graphs, proposals etc.

brief , clear , relevant , free from typographical errors.

Two ways◦With the agenda- participants get a chance to

go through them and frame their own points◦During the meeting

Visual aids2. White board/ Chalkboard- When something needs to be explained

with the help of a sketch or a diagram. When points need to be compiled, Easily available and do not need any

special facility like electricity, projector or screen.

Limited use especially when large amount of graphical data or data in the form of complicated figures needs to be displayed.

Visual aids3. Flip chartsCan be prepared before hand or they can

be used to note down salient points / suggestions during the meeting. ,

Easily transportable and do not need any special facility like electricity, projector or screen.

Limited use when number of members is large

Visual aids4. OHPPre prepared or during the meetingInexpensiveBecoming obsolete5. Computer generated slidesMost popularA screen and an LCD projector connected

to a computer are required. Very versatile - possible to add colour,

sound effects and animation to the slides.

Notice of MeetingBefore a meeting is held notice must be

given to those entitled to attendSent by person authorised to call for the

meeting – chairperson (may be signed by secretary)

Must show the title, date time and placeAgenda may be attachedShould be sent well in advance ( ideally 21

days)

Sample Notice of MeetingMarketing Strategy Team Meeting

A meeting of the above team will be held on ……………… at ………………(time) in the …………………..(place). Your attendance would be appreciated. The agenda is enclosed

Signed…………………………Secretary

Encl.: Agenda

AgendaList of items which are to be dealt with

during the meetingEnsures no item is left outProvides framework for the meetingPlanning tool and a control device

An agenda contains◦Exact place and date◦Time◦Names of expected attendees◦Objective of the meeting ◦Issues to be discussed◦Approximate indication of time for each item◦Any preparation required by the members is

specifically mentioned◦Documents containing information which needs

to be provided to the members may be attached with the agenda

Agenda

AdvantagesEnsures no issue is left out. Ensures a proper sequence is followed.Informs the members what will be dealt

with.Members can prepare accordinglyMinimises wastage of time

Steps for creating a good agenda Send an e-mail / Notice

Ask those invited to accept or decline the meeting.

Ask participants requesting for an agenda item to contact you no less than two days before the meeting with their request and the amount of time they would require to present it.

Steps for creating a good agenda• Once all of the agenda requests have been

submitted to you, summarize them in a table format with the headings Agenda Item, Presenter and Time. It's your responsibility to ensure that each agenda item is directly related to the goals of this particular meeting

• Send the agenda to all the meeting participants

◦The most important part of creating an effective agenda is to follow it during the meeting.

Agenda guidelinesShould not be vague

Clearly specify who is expected to contribute to which item.

It may be helpful to circulate some additional information with the agenda.

Put an approximate indication of the time for each item.

Ensure the items are in a logical sequence

Agenda guidelines'Any Other Business' at the end of the

meeting can be avoided if a draft of the agenda is circulated in advance of the meeting

Attach labels if possible such as “For information”, For decision”, “For action ” to each of the agenda items.

Review the items to make sure that not too many items have been scheduled in too short a time.

Running the meeting Chairperson starts the meeting with apologies for

absence followed by approval of previous meeting's minutes .

Restate the purpose of the meeting.

If the agenda has not been circulated before circulate it.

Give members time to go through it.

Take up the items on the agenda one by one.

The chairperson needs to steer the discussion back on course and at the end of the discussion on each item needs to summarise the discussion.

Running the meetingConclude meeting on a positive noteEnsure that there are no more ideas which

are forthcomingFollowup is essential to ensure that the

decisions taken during the meeting are implemented. – Minutes take care of this aspect

Role of chairpersonKey person responsible for successful

conduct of meetingDuties

◦Planning the meeting, drawing the agenda and overseeing the arrangements for the meeting.

◦Keeping the meeting within time limit/ sequence◦Making everyone aware of the objectives◦Setting a positive tone for the meeting◦Facilitating the proceedings to ultimate

attainment of pre decided objectives by questioning, clarifying misunderstandings, providing information and summarising

Role of secretaryShould be well aware of the meeting

objective, rules, procedures etc. Duties

◦Assisting the chairman in fixing date/ time/location /agenda of the meeting

◦Taking notes during the meeting◦Preparing a draft of the minutes of the meeting

for the approval by the chairperson◦Despatching meeting notifications agenda

minutes etc◦Making administrative arrangements for the

meeting

Role of membersPrime playersDuties

◦Contributing ideas, opinions, views suggestion based on their knowledge and experience

◦Keeping oneself well informed about the meeting by studying in detail the agenda, additional reports or other related matter

◦Respecting and following the rules laid down by the chairperson

◦Listening actively and attentively ◦Cooperating and giving support to fellow

member◦Arriving at the meeting punctually

Minutes of the MeetingThe proceedings of the meeting are noted

in details in the form of minutes of the meeting.

Responsibility- Secretary/ junior most member or any other member may be requested

Finalised in 1-2 days and circulated to the members for information and action

Types of Minutes of the MeetingNarrative minutes-

◦Narrative minutes record who said what and when.

Decision minutes- ◦Record the decisions taken, the names of the

people responsible for implementing them and the deadline for taking action.

◦Most of the time decision minutes are written as they provide the members with clear guidelines regarding who is to do what and by when.

SAMPLE MINUTES OF MEETING Heading (Title of the meeting)Date and TimeVenueAttended by:Apologies of absence: (names of persons who could not attend but were

expected to attend )The following were the issues discussed during the meetingApproval of previous meeting minutesItems discussed as per agenda alongwith the action to be taken ,

assignment of responsibility and deadline for completionAny other business (issues not covered under agenda items)Date of next meetingTime the meeting finished (normally for formal meetings only)Minutes recored by ………(Name and signature of person who has written the

minutes)Signature of attendees (Optional)

Guide lines for effective meetings

Discuss in class and prepare a list

Assignments

Presentation on

TeleconferencingVideo conferencingWeb conferencing

Mock meeting