MEETINGSMeetings are sometimes held around conferencetables.In a meeting, two or more people come together forthe purpose of discussing a predetermined topic suchas business or community event planning, often in aformal setting.In addition to coming together physically (face toface), communication lines and equipment can also beset up to have a discussion between people at differentlocations.
MEETINGSIn organizations, meetings are an importantvehicle for and personal contact humancommunication.They are common in organizations,but theyhave to be properly planned and executed,meetings can be a terrible waste of preciousresources if not planned correctly.Because of their importance meeting planninghas emerged in recent years
The role of the chairpersonBefore the meetingA good chairperson has to be a goodorganizer .what they do before the meetingis as important as the meeting itself. theyshould make sure the agenda (the list ofthings to be discussed ) is complete byasking those involved what should be on itand then circulating (distributing) it toeveryone concerned .They venue , makingsure the room will be free, withoutinterruption s, until the end of the meetings.
The role of the chairpersonDuring the meetingThe chairperson should be a good timekeeper. Theyshould start the meeting on time, without forlatecomers.They should appoint a minute-taker to takeminutes, making sure that opinion and action points(where participants agree to do something) arenoted.They should make sure each point on the agenda isallocated the time it deserves and should keep to thetimetable. When the time allocated to one point isup, the chair should make sure that discussionmoves on to next point, even if the issue has notbeen completely covered or resolved (decided).
The role of the chairpersonThe chair should make sure that eachparticipant has the chance to make theirpoint, and should deal tactfully withdisagreements, making sure that eachside feels their point of view has beennoted. They should also try to avoiddigressions, where people get off thepoint.Finally, they should ensure the meetingfinishes on time, or early.
Secretary duties for meetingsPrepare the agenda in consultation with thechairperson and distribute it to membres.Prepare a chairperson`s agendaObtain any necessary statements or documents frommembers who cannot be present but who are knownto have strong views on items to be discussedItems required for the meeting:stationery, including writing paper and short handnotebookSpare copies of the agenda.Minutes of the previous meetingsAll relevant papers and files of the correspondence ,Attendance register or sheet.any books of reference , standing orders , etc
Secretary duties for meetingsOn the day the meetingAttend early , talking the items referred to in 5 of theprevious columnArrange for direction signs to the committee room tobe displayedEnsure that the seating arrangements are in ordersSee that each member has a supply of writing paper.Check that members sign the attendance register.Red the minutes of apology and any othercorrespondence.Assist the chairperson in supplying information fromflies as r required.Record the details of the decision reached nothing whoproposed motions as well as the results of the voting.
Secretary duties for meetingsAfter the meetingEnsure that all documents are return to theoffice.Prepare draft minutes for approval by thechairpersonWhen approved, type the minutes in finalform for distribution to members.Type any correspondence resulting from fordistribution to members.File any papers used at the meeting as wellas copies of correspondence typed inIf the chairperson is also your chief theexecutive for whom you work, see that thedate of the date of next meeting is theirdiary and yours.
Types of meetingBrainstorming meetingProject meetingBoard meeting
Running an efficient board meetingBe prepared:Board meetings are like theater.Like anyplay, we have to have a scripted agenda forthe meeting. The most efficient way to dothat is to lay out an agenda and getfeedback pre-meeting from the other boardmembers to ensure that the board coversappropriate topics and allocates the rightamount of time for each one.
Running an efficient board meetingTiming:Typically we should meet the goals inperson every 4-6 weeks. That you teamhas enough time to execute some of thegoals outlined in the meeting and notspend their time constantly doingpowerpoints for the board.
Running an efficient board meetingContent:We have to know to about themanagement teams priorities and why,how they are tracking against thoseobjectives..At board meetings we should continuallyevaluate the companys strategic goals understand where the market is and howwe are positioned, and discussmanagements plans, priorities, andperformance.Those are the most important topics to runan efficient board meeting
Project Meetings actioA project meeting is na exchange betweento or more peopleFormalize by a prior agendaissue of notes or minutes of meeting andInformation sharingThere different types of project meetingssuch as:Project manager, hold or attend manymeetingsTerms of structure where there isinformation sharingProblem solving
Project MeetingsInformation sharing include:Management PresentationsClient PresentationsWorkshopsTeam orientationNew informationsProgrees and status reportingEmergency action
Brainstorming meetingsThe most important thing about a brainstormingsession is what happens after it ends. No matterhow poorly you run a brainstorming meeting,some decent ideas will surface. But depending onwhat happens after the session, those ideas mayor may not impact anything.
Brainstorming meetingsBrainstorming (defined as any group activityinvolving the pursuit of new ideas) is popular fortwo reasons, one good and one bad.The good reason is that a typical brainstormingsession brings people together into the creativeprocess, and increases the social nature of theproject. 8 or 10 people can get in a room and , andif the meeting is run properly, all feel as thoughthey are contributing to what they will be workingon in the future. It can be a bonding experienceand, more importantly, get people thinking andcommunicating with each other
Brainstorming meetingsThe bad reason that brainstorming is popular isthat it is a convenient way for bad managers topretend that the team is involved in the directionof the project. A team leader can convincethemselves that they know how to cultivate andwork with ideas that are not their own simply byholding a meeting.
ConclusionMeetings are useful to the organizations ifwell planned.The success of organizations depends onthe meetings to devellop and decide whatbest to the organizations.