'Meeting'<br />Prepared By <br />PARAKHIYA VASANT<br />
Lets have a 'Meeting'<br />World over the word 'Meeting' is used. World over meetings are done. Sometimes the whole day we do nothing but meetings and meetings. We must ask some questions to ourselves:<br /><ul><li>What is a meeting?
7 Sins of Meeting</li></li></ul><li>Meaning of Meeting<br />“Meeting is a gathering of like people with a common cause & a common agenda.”<br />Meeting management helps to set skills often overlooked by leaders & managers. Remember meetings are very expensive activities considering the cost of labour. So take meeting management very seriously.<br />Meetings are of many types i.g. Staff meetings, planing meetings, problem solving meetings, etc. However there are certain basics that are common to all meetings.<br />
Importance of Meeting<br /><ul><li>Points are discussed for the common cause.
Points are discussed for the improvement of performance & productivity.
To ensure proper implementation of policies.</li></li></ul><li>Alternatives to Meeting<br />There is no alternative to meeting because it is the only precise way to remove ambiguity and wastage of time. Yes, at times, time can be saved by having meetings through telephones or video confrences.<br />
Contents of the Meeting<br />Agenda<br />Agenda is the points to be discussed in the meeting. An agenda should be precised & to the point. Think what overall outcome is wanted from the meeting and what activities are needed to reach them.<br />Contents<br />Contents of a meeting should be short & clear. Design the agenda so that participants get involved by having something for each participant to get involved early so they come on time.<br />Discussions<br />Keep the ageda posted at all times.<br />Discussion on the agenda should be kept more or less to thepoint<br />
Minutes of the Meeting<br />Minutes of the meeting should be recorded in detail & in toto, keeping in mind the aim of the meeting.<br />
Why Minutes?<br />Minutes should be recorded in order to avoid ambiguity in understanding the outcome of the meeting.<br />
Forawading Minutes to Concerned Persons<br />The minutes of the meetings should be circulated to all the responsible concerned persons for the implementation of policies.<br />
Action on minutes<br />Recepient of the minutes should take action as per the directions in the meeting.<br />
Monitoring of the action<br />There should be a monitoring of the action taken on the minutes by the person calling the meeting.<br />
Action on monitoring report<br />Action should be taken on the monitoring report. ie; encouraging the person who does well & correct the person who sleeps on it.<br />
7 sins of Meeting<br /><ul><li> People dont take meetings seriously.
Meetings are too long. They should accomplish twice in half time.