08 el bus_comm_ch_13


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08 el bus_comm_ch_13

  1. 1. Meetings, notice forMeetings, notice for meetings, Agenda andmeetings, Agenda and Minutes of meetingMinutes of meeting
  2. 2. Main TopicsMain Topics 1.1. Principal types and purposes ofPrincipal types and purposes of business meetingsbusiness meetings 2.2. Main features of formal meetingsMain features of formal meetings 3.3. Terminology associated with formalTerminology associated with formal meetingsmeetings 4.4. The agenda and the minutesThe agenda and the minutes 5.5. The tasks involved in chairing aThe tasks involved in chairing a meetingmeeting
  3. 3. Type Primary purpose Example Briefing To deliver information CEO presents financial results to investment analysts Investigatory To gather information Board of Inquiry interviews witnesses to a serious accident Advisory To provide information Panel of experts advise government department on new legislation Consultative To voice opinions Manager asks her staff how they feel about a proposed profit-sharing scheme Executive To make decisions Board of trustees agrees a new strategic plan for hospital trust Meetings: Principal types and purposesMeetings: Principal types and purposes
  4. 4. The main features of formal meetingsThe main features of formal meetings established rules andestablished rules and proceduresprocedures written records ofwritten records of previous meetingsprevious meetings usually a specifiedusually a specified membership who aremembership who are invited to participate.invited to participate.
  5. 5. Terminology associated with formal meetings (1)Terminology associated with formal meetings (1) Term Explanation Agenda Document which lists the topics to be discussed. Adjournment A break in the meeting before all of the agenda items have been covered. Amendment A small change or improvement that is proposed, seconded and put to the vote. AOB Any Other Business. The things that are discussed at the end of an official meeting that are not on the agenda. Ex officio members Individuals appointed to a committee by virtue of the office they hold, rather than by direct appointment or election. Matters arising This is a standard agenda item, referring to items from the previous meeting's minutes that require further discussion or clarification. Minutes Document that, once approved by meeting attendees, is intended to provide a record of the meeting.
  6. 6. Terminology associated with formal meetings (2)Terminology associated with formal meetings (2) Motion A proposal that is discussed and voted on at a meeting. Point of order If someone thinks that the meeting is not following its written rules, he can point it out to the chair by calling 'point of order'. Proxy A proxy is someone acting on behalf of a person who is unable to attend the meeting. Quorum This term refers to the minimum number of members or delegates required for a meeting to proceed. If attendance falls below that number at any time in a formal meeting, it is deemed to be inquorate and business must be suspended. 'Through the chair' It is normal practice for all comments at a formal meeting to be addressed via the chair, rather than in direct exchanges between members. Ultra vires This legal term derives from the Latin, meaning 'outside the powers'. It refers to decisions or actions that fall beyond the remit of a particular committee.
  7. 7. Open the meeting: invite introductions if necessary; state the purpose of the meeting; present the agenda. Move to first agenda item  During the meeting : Invite someone to speak Move to the next point Bring others into the discussion Interrupt / Control if necessary Ask for repetition and clarification Paraphrase (restate using own words) & Summarize (brief general statement) Conclude the discussion: summarize the decisions/ points raised make sure tasks are delegated Ask if there is any other business End the meeting and fix the next meeting date Source: Adapted from NLM
  8. 8. AGENDAAGENDA What is theWhat is the PurposePurpose of anof an AgendaAgenda?? AnAn AgendaAgenda is a list of items to beis a list of items to be discussed or acted upon.discussed or acted upon.
  9. 9. Examples of using an AgendaExamples of using an Agenda:: TopicsTopics that will be covered at the nextthat will be covered at the next staff meeting.staff meeting. TopicsTopics andand speakersspeakers that will present atthat will present at the next Board meeting.the next Board meeting.
  10. 10. These components must beThese components must be centered at the top of the Agenda:centered at the top of the Agenda: In theIn the HeadingHeading sectionsection:: – thethe Organization nameOrganization name – thethe DateDate – thethe Location,Location, andand – thethe TimeTime of the meetingof the meeting
  11. 11. What items make up theWhat items make up the BodyBody of theof the AgendaAgenda?? – Time slotsTime slots – TopicsTopics – Speakers/presentersSpeakers/presenters
  12. 12. Considerations when preparing the agenda Logical sequenceLogical sequence Simple items firstSimple items first Consensus items firstConsensus items first Late arrivals andLate arrivals and early departuresearly departures
  13. 13. Figure 13.4 Sample agenda and notice of meeting Sample agenda and notice of meetingSample agenda and notice of meeting
  14. 14. TO:TO: All Members of StaffAll Members of Staff FROM:FROM: Joe Chan (Chairperson)Joe Chan (Chairperson) DATE:DATE: 23 February 200-23 February 200- SUBJECT:SUBJECT: Monthly Staff MeetingMonthly Staff Meeting A meeting of all members of staff will be held on Monday 3 March 2000A meeting of all members of staff will be held on Monday 3 March 2000 at 10 am in the conference room. It will last about one hour.at 10 am in the conference room. It will last about one hour. 1.1. Apologies for absence (JC)Apologies for absence (JC) 2.2. Minutes of the last meeting (JC)Minutes of the last meeting (JC) 3.3. Matters arising (WW)Matters arising (WW) 4.4. Measures to be taken to cut running costs (SY)Measures to be taken to cut running costs (SY) 5.5. How the measures are to be implementedHow the measures are to be implemented 6.6. Any other businessAny other business 7.7. Date of the next meetingDate of the next meeting Ms T TamMs T Tam Secretary to the chairpersonSecretary to the chairperson Distribution:Distribution: Willie WongWillie Wong Sanny YeungSanny Yeung Charlie WuCharlie Wu Billy BunterBilly Bunter Susie WongSusie Wong Venus PongVenus Pong Peter PerksPeter Perks Joesph TseJoesph Tse THE GRABBIT INSURANCE COMPANYTHE GRABBIT INSURANCE COMPANY AGENDAAGENDA
  15. 15. AGENDA MEETING SAMPLEAGENDA MEETING SAMPLE Agenda for the steering committee meeting Tuesday July, 18 2006,Agenda for the steering committee meeting Tuesday July, 18 2006, at 9.00 hrs., New York officeat 9.00 hrs., New York office Opening/Welcome (9.00 - 9.05)Opening/Welcome (9.00 - 9.05) Announcements and documents received (9.05 - 9.20)Announcements and documents received (9.05 - 9.20) Approval of minutes of meeting held May 12, 2006, as well as actionApproval of minutes of meeting held May 12, 2006, as well as action list (9.20 - 9.35)list (9.20 - 9.35) Evaluation information programme. Mr. Johnson has prepared theEvaluation information programme. Mr. Johnson has prepared the evaluation of this programme, and asks input from the participantsevaluation of this programme, and asks input from the participants before publishing (9.35 - 9.45)before publishing (9.35 - 9.45) Proposal for harmonisation of the packaging. Mrs. Leeson hasProposal for harmonisation of the packaging. Mrs. Leeson has made a first proposal, and wants to discuss this in the meeting (9.45made a first proposal, and wants to discuss this in the meeting (9.45 - 10.15)- 10.15) Financial report of 2nd quarter. Mr. Mill, approval (10.15 - 10.25)Financial report of 2nd quarter. Mr. Mill, approval (10.15 - 10.25) Any other business (10.25 - 10.40)Any other business (10.25 - 10.40) Ajournment(10.40 - 10.45)Ajournment(10.40 - 10.45)
  16. 16. Drafting the minutes of the meetingDrafting the minutes of the meeting MOMMOM
  17. 17. Writing up the minutesWriting up the minutes Types of minutes:Types of minutes: Verbatim minutes – word for wordVerbatim minutes – word for word Narrative minutes – summary ofNarrative minutes – summary of discussion, decision taken and action pointdiscussion, decision taken and action point arisingarising Resolution minutes – stating only what wasResolution minutes – stating only what was agreedagreed
  18. 18. Being a successful chair (1)Being a successful chair (1) Before the meeting – tactical planningBefore the meeting – tactical planning Consider the purposeConsider the purpose Postpone if not enough items/key peoplePostpone if not enough items/key people Avoid overloading agendaAvoid overloading agenda Arrangements at the venueArrangements at the venue Read papers and reportsRead papers and reports
  19. 19. Being a successful chair (2)Being a successful chair (2) After the meeting – prompt follow-upAfter the meeting – prompt follow-up Review minutes and ensure they areReview minutes and ensure they are circulated to the circulation list.circulated to the circulation list. Check the previous ‘action’ column beforeCheck the previous ‘action’ column before the next meeting and seek confirmation asthe next meeting and seek confirmation as to whether the named individuals haveto whether the named individuals have done what was required.done what was required.
  20. 20. At your last department meeting, three people monopolized the entire discussion. What can you do at the next meeting to encourage other department members to voluntarily participate?
  21. 21. Business Writing Circulars
  22. 22. Circulars • A circular letter is one which is sent out to many people at the same time • Used both within organization and for sending out information from organizations • The letter may be prepared once only and then duplicated • With modern technology, however, it is more likely that each letter could be personalized to look like an original
  23. 23. Situations that need Circulars • Introduce a new product /service • Opening of new branch • Change of address • Seasonal discounts • Increase in price, etc • Obtaining an agency • Change in constitution of the firm
  24. 24. Salient features / Guidelines Must be worded in a personal style • Use individual terms, e.g. ‘you’ and not ‘all of you’ or ‘you all’ •Use singular expressions Persuasive approach • Tone of the circular is always in the form of a request instead of a command