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Conducting meeting

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Conducting meeting Conducting meeting Presentation Transcript

  • Conducting Meeting
  • Definitions
    • An act or process of coming together as an assembly for a common purpose.
    • A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement.
    • Meetings may occur face to face or virtually, as mediated by communications technology, such as a telephone conference call , or a videoconference .
    • In a meeting , two or more people come together to discuss one or more topics, often in a formal setting.
    • The term meeting covers a lecture (one presentation), seminar (typically several presentations, small audience, one day), conference (mid-size, one or more days), congress (large, several days), exhibition or trade show (with manned stands being visited by passers-by), workshop (smaller, with active participants), training course, team-building session .
  • Types of meetings
    • Status Meetings , generally leader-led, which are about reporting by one-way communication
    • Work Meeting , which produces a product or intangible result such as a decision
    • Staff meeting , typically a meeting between a manager and those that report to the manager
    • Team meeting , a meeting among colleagues working on various aspects of a team project
    • Ad-hoc meeting , a meeting called for a special purpose
    • Management meeting , a meeting among managers
    • Board meeting , a meeting of the Board of directors of an organization.
    • One-on-one meeting , between two individuals.
    • Kickoff meeting , the first meeting with the project team and the client of the project to discuss the role of each team member.
    • Pre-Bid Meeting , a meeting of various competitors and or contractors to visually inspect a jobsite for a future project. The meeting is normally hosted by the future customer or engineer who wrote the project specification to ensure all bidders are aware of the details and services expected of them. Attendance at the Pre-Bid Meeting may be mandatory. Failure to attend usually results in a rejected bid.
  • Tips for effective meetings
    • Don't Meet. Avoid a meeting if the same information could be covered in a memo, e-mail or brief report.
    • Set Objectives for the Meeting. Before planning the agenda, determine the objective of the meeting. The more concrete your objectives, the more focused your agenda will be.
    • Provide an Agenda Beforehand. Your agenda needs to include a one-sentence description of the meeting objectives, a list of the topics to be covered and a list stating who will address each topic for how long. Follow the agenda closely during the meeting.
    • Assign Meeting Preparation. Give all participants something to prepare for the meeting, and that meeting will take on a new significance to each group member.
    • Assign Action Items. Don't finish any discussion in the meeting without deciding how to act on it.
    • Examine Your Meeting Process. Don't leave the meeting without assessing what took place and making a plan to improve the next meeting.
  • MATSON’S MEETING TIPS
    • Take meetings seriously and do real work.
    • Don’t let people digress from the topic.
    • Outline tasks and assign deadline so members know how to follow-up.
    • Consider using technology to allow individuals to anonymously express opinions.
    • Make sure you have the information you need for decision making before the meeting starts.
    • Keep good records on what works and doesn’t work and include these in minutes.
  • PREPARATION FOR A MEETING
    • Define the purpose of the meeting and the outcomes.
    • Determine who should be there.
    • Reserve a room, appropriate equipment.
    • Decide on appropriate set up.
    • Develop an agenda.
    • Distribute the agenda prior to the meeting.
    • Inform participants of any necessary preparation