Management Of Meetings

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Complete description about what are meetings, how they are organized, and follow up processes

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Management Of Meetings

  1. 1. MEETINGS Dr. Mehta Prashant Assistant Professor National Law University, Jodhpur India
  2. 2. <ul><li>In a meeting , two or more people come together for the purpose of discussing a (usually) predetermined topic such as business (AGM) or community event planning, often in a formal setting. </li></ul>
  3. 3. WHY ARE METTINGS REQUIRED <ul><li>Provide Information about organizational policies, decisions, and procedures. </li></ul><ul><li>Promote creativity and ideas among people coming from different departments. </li></ul><ul><li>Promote effective coordination among departments which are highly interdependent. </li></ul><ul><li>Expose people to problems and demands that other areas of organization experience and must be dealt with. </li></ul><ul><li>Promote better job performance by exposing people to the ideas , view, and suggestions of other people. </li></ul><ul><li>Improve morale by involving people in decisions that affect their jobs. </li></ul><ul><li>Utilize knowledge and experience of people throughout the organization. </li></ul>
  4. 4. THE MEETING PROCESS
  5. 5. COMMAND / STAFF GROUP – SUPERIOR SUBORDINATE SUPERVISOR MEETING TASK / PRODUCTION GROUP – PEOPLE FROM DIFFERENT DEPARTMENTS WHO WORK TOGETHER ON A PROJECT / CALLED BY PROJECT SUPERVISOR TO SOLVE PROBLEMS COMMITTEE – INDIVIDUALS NOT WORKING TOGETHER / HETEROGENEOUS GROUP / HANDLES TASKS THAT DO NOT FALL WITHIN ANY ONE DEPARTMENT / TEMPORARY TRAINING GROUP – INFORMS, INSTRUCTS, SOLVE PROBLEMS USING DISCUSSION METHOD AMONG EXPERIENCED / USESCASE METHOD / SIMULATION AND ROLE PLAY SALES GROUP – ORAL PRESENTATION, DISCUSSION AMONG SALES PEOPLE PANEL - CONSISTS OF TWO GROPUS (PARTICIPANTS AND OBSERVERS OR LISTNERS / DISCUSSION ON TOPIC BY A GROUP IN FRONT OF AUDIENCE SYMPOSIUM - HERE INDIVIDUALS ARE EXPERTS AND WELL INFORMED AND THEY PRESENT FORMAL SPEECH OR REPORTS TO THE AUDIENCE
  6. 7. ARRANGEMENTS (SET THE OBJECTIVES)
  7. 8. IDENTIFY AND ANALYZE PARTICIPANTS
  8. 10. NOTIFY ALL PARTICIPANTS
  9. 11. <ul><li>IT IS BASIC TOOL FOR GUIDING AND CONTROLLING THE MEETING. IT IS BASED ON DEVELOPED AGENDA </li></ul>TIME FRAME OF MEETING SHOULD BE CLEARLY SPECIFIED OTHERWISE MEETINGS WILL DRIFT AND RESULTS WILL BE INCONCLUSIVE
  10. 12. BEFORE MEETING <ul><li>Make sure that you have a real reason for meeting </li></ul><ul><li>Send out minutes of last meeting as soon as possible after the meeting </li></ul><ul><li>Send out a pre-meeting agenda item request form soliciting input </li></ul><ul><li>Send out confirmation of meeting site and timeframe </li></ul><ul><li>Check with all officers and committee chairs for input on agenda </li></ul><ul><li>Determine agenda and assignments for the meeting </li></ul><ul><li>Send out agenda and supporting reports and information </li></ul><ul><li>Arrange meeting logistics:  room, materials, refreshments, equipment </li></ul><ul><li>Determine if there are any problems that will probably arise during the meeting, and devise a plan for how these will be addressed. </li></ul>
  11. 13. PREPARATION OF AGENDA <ul><li>AGENDA = MASTER PLAN OF MEETING TO BE CIRCULATED IN ADVANCE </li></ul><ul><li>It includes </li></ul><ul><li>Topics / Order of Meeting / Guide / Suggestions from Participants etc. </li></ul><ul><li>It states purpose of each section of the meeting. </li></ul><ul><li>Agenda such be summarized in precise form to be able to understood by participants. </li></ul><ul><li>Agenda should state the outcomes that is wanted from meeting </li></ul><ul><li>Involve participants in designing agenda by inviting suggestions. </li></ul><ul><li>Emphasis on outcomes wanted / define time limit for each item on agenda. </li></ul><ul><li>Cerate conducive environment for meeting so that people come in with positive mindset. </li></ul>
  12. 14. AT MEETINGS <ul><li>Arrive early and double-check all logistical arrangements </li></ul><ul><li>Bring duplicate copies of materials for participants who did not receive them or who left them at home; bring extra copies for visitors </li></ul><ul><li>Start on time even if some members are not present </li></ul><ul><li>Stay on time, if at all possible.  If the timeframe looks impossible to maintain,  get group to consciously consider changing agenda to maintain timeframe </li></ul><ul><li>Follow the agenda, both in content and time allocation, unless new information or an emergency  warrants alteration </li></ul><ul><li>Ensure that important decisions are recorded accurately </li></ul><ul><li>Determine clearly who will be held responsible for what delegated actions </li></ul><ul><li>Set timeframe for reporting back on actions that are delegated </li></ul><ul><li>Strive to make decisions rather than deferring or avoiding controversial items: if it is important, it won't go away; if it is not important, you shouldn't waste any more time with it </li></ul><ul><li>Strive for participation from all attendees </li></ul><ul><li>Set time, date, and location of next meeting </li></ul>
  13. 15. LEADERSHIP STYLE
  14. 16. CONDUCT <ul><li>Clarification - Purpose of Meeting / Time Allowed / Rules to be Observed </li></ul><ul><li>Focus on Stated Goals – Refocus the proceedings on the original goals during divergence or pause </li></ul><ul><li>Summary – Current position and progress must be summarized </li></ul><ul><li>Code of Conduct – Impose this by full backing of the whole group </li></ul><ul><li>Matching Method to Purpose – Each section may have different purpose like convey information / seek information / Make a decision / To ratify decision </li></ul><ul><li>Support – Confidence and Support with which all participants participate / Avoid direct criticism </li></ul><ul><li>Responding to Problems – Confusion / Vague point / Lack of clarity / Interruption / Disagreements / Error </li></ul><ul><li>Follow Up – After meetings gets over / Preparation of Minutes (Circulation in time, Assigning Responsibility to implement decision and follow up) </li></ul>
  15. 17. POST MEETINGS <ul><li>Collect written reports given during the meeting </li></ul><ul><li>Prepare minutes of meeting for distribution </li></ul><ul><li>Start all over again </li></ul>
  16. 18. PROCEDURE <ul><li>OPENING MEETINGS </li></ul><ul><li>START ON TIME </li></ul><ul><li>WELCOME ATTENDES AND THANK THEM FOR THEIR VALUABLE TIME </li></ul><ul><li>REVIEW AGENDA AT THE BEGINNING </li></ul><ul><li>UNDERSTAND ALL MAJOR TOPICS / DISCUSS / ACCEPT THEM </li></ul><ul><li>TAKE MINUTES AND PROVIDE FEEDBACK </li></ul><ul><li>CLARIFY PARTICIPANTS ROLES IN THE MEETING </li></ul>
  17. 19. PROCEDURE <ul><li>ESTABLISHING GROUND RULES FOR MEETINGS </li></ul><ul><li>The four ground rules are: </li></ul><ul><li>PARTICIPATE </li></ul><ul><li>GET FOCUS </li></ul><ul><li>MAINTIAN MOMENTUM </li></ul><ul><li>REACH CLOSURE </li></ul><ul><li>(LIST PRIMARY GROUD RULES IN AGENDA AND KEEP THEM POSTED AT ALL TIMES) </li></ul>
  18. 20. PROCEDURE <ul><li>TIME MANAGEMENT </li></ul><ul><li>Time is the most valuable thing a man can spend.   --Theophrastus </li></ul><ul><li>Nothing in business is so valuable as time.   --John H. Patterson </li></ul><ul><li>I must govern the clock, not be governed by it.  Golda Meir </li></ul><ul><li>Lost time is never found again.  --Benjamin Franklin </li></ul><ul><li>Time wasted is existence; time used is life. Edward Young </li></ul><ul><li>Time is life! Jean Reynolds </li></ul>
  19. 21. PROCEDURE <ul><li>EVALUATION OF MEETING PROGRESS </li></ul><ul><li>Continuously Monitor </li></ul><ul><li>Conduct Satisfaction Checks </li></ul><ul><li>Get Feedback </li></ul><ul><li>Ask Members to Rank the Meeting (On Scale of 5) </li></ul><ul><li>Ask members to explain their Rankings </li></ul><ul><li>CEO should also evaluate meeting in last </li></ul>
  20. 22. PROCEDURE <ul><li>CLOSING MEETING </li></ul><ul><li>End on time with Positive note. </li></ul><ul><li>Thank all members for attending the meeting </li></ul><ul><li>Give outline of achievements in meeting and attained objectives. </li></ul><ul><li>Distribute minutes with complete descriptions of decisions made to all participants. </li></ul><ul><li>Never assign action item to person who is not present. </li></ul><ul><li>Review action and assignments at the end of the meeting. </li></ul><ul><li>Set time for next meeting </li></ul><ul><li>Clarify meeting minutes to members </li></ul>
  21. 23. DRAFTING MINUTES <ul><li>Minutes is record of business done at a meeting </li></ul><ul><li>(Should be short summary of proceedings and exact summary of resolution passed) </li></ul><ul><li>Taking Minutes varies with kind of organization </li></ul><ul><ul><li>Some minutes are very detailed and comply with rules under organizational setup </li></ul></ul><ul><ul><li>Institutions incorporated under Companies Act, minutes like proceeding of meting are rigorously defined. </li></ul></ul><ul><ul><li>Small voluntary organizations have their own rules to keep minutes. </li></ul></ul><ul><li>In large companies secretary takes the minutes / which are not circulated but read out / Objections raised are amended / Amended minutes are accepted and approved. </li></ul><ul><li>Meeting proceeds with agenda of the present meeting. </li></ul>
  22. 24. DRAFTING MINUTES <ul><li>CONTENTS </li></ul><ul><li>Minutes should have date, time, place, and nature of meeting. </li></ul><ul><li>Names of Members present and members absent is recorded </li></ul><ul><li>Special invitees are welcomed and their presence recorded </li></ul><ul><li>Subject discussed, resolution passed in the meeting must be clearly recorded. </li></ul><ul><li>Meeting should proceed with items on agenda </li></ul><ul><li>Voting if done should mention total number of members, no. who favored the proposal, no. who abstained, and no. who were against the proposal. </li></ul><ul><li>Minutes are record of action so no further sanction is required for action to be taken by those responsible </li></ul>
  23. 26. SPECIMEN MINUTES OF AGM <ul><li>PRESENT </li></ul><ul><li>ALSO PRESENT </li></ul><ul><li>CHAIRMAN – as per Article 78 of the Articles of Association of Co., Chairman of the Co. took Chairman chair </li></ul><ul><li>QUORUM – Required quorum must be satisfied and then commence the meeting. </li></ul><ul><li>WELCOME by Chairman </li></ul><ul><li>REGISTER OF DIRECTOR’S SHAREHOLDING – As per section 307 of Companies Act, Registrar of Director’s is available at the meeting for inspection of any member till conclusion of meeting. </li></ul><ul><li>NOTICE CONVENING THE AGM – Including Balance Sheet, P&L A/c, Cash Flow Statement, Auditors Report, Report of Board of Directors, Corporate Governance Report – Dispatched to members / taken as read </li></ul><ul><li>AUDITORS REPORT – Read by Company Secretary </li></ul><ul><li>SPEECH BY CHAIRMAN – Reports working of company and steps taken to maintain in market position </li></ul><ul><li>BOOKS AND STATUTORY REGISTERS – Statutory books and Reports are available at the meeting </li></ul>
  24. 27. ORDINARY BUSINESS <ul><li>ITEM NO. 1 </li></ul><ul><li>APPROVAL OF ACCOUNTS FOR THE YEAR ENDED MARCH 31 ST , 2008 </li></ul><ul><li>ITEM NO. 2 </li></ul><ul><li>APPROVAL OF DIVIDEND FOR THE YEAR 2007-2008 </li></ul><ul><li>ITEM NO. 3 </li></ul><ul><li>RE-APPOINTMENT OF SHRI XXX AS A DIRECTOR </li></ul><ul><li>ITEM NO. 4 </li></ul><ul><li>APPOINTMENT OF M/S XYZ & Co. AS AUDITORS </li></ul>A resolution shall be an ordinary resolution when at a general meeting of which the notice required under this Act has been duly given, the votes cast (whether on a show of hands, or on a poll, as the case may be), in favour of the resolution (including the casting vote, if any, of the chairman) by members who, being entitled so to do, vote in person, or where proxies are allowed, by proxy, exceed the votes , if any, cast against the resolution by members so entitled and voting.
  25. 28. SPECIAL BUSINESS <ul><li>ITEM NO. 5 </li></ul><ul><li>APPROVAL FOR CHANGE IN THE NAME OF THE COMPANY </li></ul><ul><li>ITEM NO 6 </li></ul><ul><li>ALTERATION IN CLAUSE I OF MEMORANDUM OF ASSOCIATION </li></ul>A resolution shall be a special resolution when (a) The intention to propose the resolution as a special resolution has been duly specified in the notice calling the general meeting or other intimation given to the members of the resolution; (b) the notice required under this Act has been duly given of the general meeting; and (c) the votes cast in favour of the resolution (whether on a show of hands, or on a poll, as the case may be) by members who, being entitled so to do, vote in person, or where proxies are allowed, by proxy, are not less than three times the number of the votes, if any, cast against the resolution by members so entitled and voting.

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