Kisan Call Centre - To harness potential of ICT in Agriculture by answer farm...
Materi Workshop "Effective & Successful MEETING TECHNIQUE" di Universitas MERCU BUANA Jakarta
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Effective & Successful
MEETING TECHNIQUE
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KANAIDI, SE., M.Si., cSAP
• adalah seorang praktisi bisnis yang berpengalaman
kerja 30-an tahun di salah satu Perusahaan BUMN.
• Dosen Favorite di beberapa Perguruan Tinggi.
Sangat memotivasi, berjiwa muda & humoris.
• Pengarang / Penulis beberapa buku di bidang
Advertising, e-Marketing, juga Buku Koperasi & UMKM,
dan Kewirausahaan.
• Seorang Blogger yang rajin mengelola sedemikian
banyak Blog dan web komersial, yang menghasilkan
passive income yang cukup spektakuler.
• Seorang yang Certified di Bidang Enterprise Resources
Planning (ERP) & System, Aplications, and Product in
Data Processing (SAP), dengan spesialisasi Sales and
Distribution.
• Beliau hampir ratusan kali sukses sebagai Trainer dan
Pemateri / Narasumber/ Instruktur di beberapa kegiatan
Training dan Workshop/Seminar di berbagai Perusahaan
di Indonesia.
• Terlebih lagi, beliau adalah seorang konsultan dan
peneliti marketing yang berdedikasi dengan sedemikian
banyak karya ilmiah yang beliau hasilkan & publikasikan.
HP. 08122353284 WA.087758711905
e-mail: kanaidi63@gmail.com
Pemateri / NARASUMBER
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Introduction
• Istilah rapat tentu bukanlah hal yang asing
dalam kehidupan berorganisasi, baik di dunia
bisnis maupun non-bisnis, baik yang berskala
kecil, menengah, maupun besar.
• Rapat yang diselenggarakan pada umumnya
melibatkan dua orang atau lebih untuk
membahas sesuatu.
• Melalui rapat berbagai masalah dapat
dipecahkan dan kebijaksanaan organisasi
dapat dirumuskan.
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Introduction …
• Disamping itu, melalui rapat juga dapat
dimanfaatkan :
sebagai sarana penyampakan informasi,
sebagai forum yang demokratis,
menjadikan sebagai sarana negosiasi,
sarana penetapan regulasi, serta
media penyesuaian dan kesamaan -antara
berbagai pendapat berbeda- untuk
menghasilkan suatu pemikiran yang luar
biasa manfaatnya bagi kemajuan serta
kinerja organisasi /perusahaan.
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• Suksesnya suatu rapat ditentukan oleh berbagai hal,
antara lain:
pemahaman mengenai tujuan dan jenis rapat, tempat
penyelenggaran rapat dan lay-out ruangan rapat,
kesiapan penyelenggara rapat, dan tata tertib rapat,
perencanaan peserta dan pemimpin rapat,
perencanaan agenda dan acara rapat,
penentuan narasumber/presenter, dan
kemampuan dalam mengatasi perdebatan di dalam
rapat, serta
hal-hal lain yang berkaitan dengan penyelenggaraan
rapat, seperti pemahaman akan peran masing-masing
di dalam pelaksanaan rapat (peran penyelengara,
peserta, dan pemimpin rapat).
• Hal demikian ini perlu dipahami secara mendalam oleh
para penyelenggara rapat dan para peserta yang akan
mengikuti rapat.
Introduction
…
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• Rapat (Conference atau Meeting) merupakan
bentuk komunikasi yang dihadiri oleh beberapa
orang untuk membicarakan dan memecahkan
permasalahan tertentu, dengan melalui rapat
berbagai masalah dapat dipecahkan dan
kebijaksanaan organisasi dapat dirumuskan.
• Business Meeting (Rapat Bisnis) merupakan
bentuk pertemuan dua orang atau lebih di suatu
tempat, baik di dalam kantor maupun di luar
kantor, untuk membahas hal-hal yang berkaitan
dengan kegiatan bisnis.
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• Rapat merupakan suatu bentuk media komunikasi
kelompok yang bersifat tatap muka yang sering
diselenggarakan oleh banyak organisasi, baik swasta
maupun pemerintah.
• Rapat merupakan alat untuk mendapatkan mufakat,
melalui musyawarah kelompok.
• Rapat juga merupakan media pengambilan keputusan
secara musyawaran untuk mufakat.
• Rapat adalah komunikasi kelompok secara resmi.
• Rapat adalah pertemuan antaranggota di lingkungan
kantor/organisasi sendiri untuk membicarakan,
merundingkan suatu masalah yang menyangkut
kepentingan bersama
• Rapat adalah pertemuan para anggota
organisasi/para pegawai untuk membahas hal-hal
yang berhubungan dengan kepentingan organisasi.
Pengertian… RAPAT …
(Wursanto)
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Rapat dapat diselenggarakan di dalam atau di luar
kantor organisasi.
Rapat di dalam kantor organisasi membahas hal-
hal yang bersifat rutin (misalnya membahas
perkembangan hal tertentu harian atau mingguan
dan persiapan yang diperlukan).
Rapat di luar kantor organisasi biasanya
diselenggarakan oleh pimpinan untuk membahas
hal-hal yang bersifat khusus dan strategis serta
jumlah pesertanya cukup banyak.
Dengan kata lain, pemilihan tempat
penyelenggaraan sebuah pertemuan dapat
dilakukan berdasarkan tingkat kepentingannya,
jumlah peserta, dan ketersediaan faktor finansial
(dana) pendukungnya.
Pengertian… RAPAT …
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• Orientasi dan tujuannya
adalah bisnis, yaitu upaya
untuk memperoleh
keuntungan (laba).
• Bersifat resmi atau formal.
• Cederung protokoler
seremonial.
• Orientasi dan tujuannya adalah bukan
bisnis, yaitu untuk tujuan sosial
kemasyarakatan, peningkatan layanan
kesehatan, pendidikan, dll.
• Rapat non bisnis sifatnya dapat formal
(formal meeting) dan informal (informal
meeting).
• Cederung bersifat informal, luwes, dan
fleksibel.
• Cederung tidak protokoler seremonial.
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Memotivasi Peserta
Pimpinan mengumpulkan anggotanya
untuk memberikan motivasi agar
mereka lebih meningkatkan
kemampuan dan kinerja.
Penjajakan Ide/Gagasan
Tujuan penjajakan ide/gagasan biasanya
berjalan dengan memperkenalkan ide-
ide baru yang akan dikerjakan di saat
yang akan datang.
Berbagi Informasi
Rapat yang dilakukan untuk
memperkenalkan berbagai informasi
penting yang harus dikerjakan para
peserta, biasanya diikuti dengan Tanya Jawab.
6 tujuan
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Selalu
mendapat
bimbingan dan
pengawasan
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Dipimpin oleh seorang pemimpin yang baik
Seseorang yang aktif, berwawasan luas, cakap,
dapat memberikan bimbingan dan pengarahan
pada saat rapat.
Selalu mendapatkan bimbingan dan pengawasan
Pimpinan harus dapat membimbing dan mengawasi
jalannya rapat, serta mengawasi para peserta rapat.
Disiplin waktu
Membiasakan pelaksanaan rapat sesuai
dengan waktu yang telah ditentukan.
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Untuk
mencapai
tujuan
pelatihan
Untuk mencapai
kesamaan
pemikiran,
program, atau
keputusan.
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Pada dasarnya, proses negosiasi terdapat sekelompok orang yang
memilikim kepentingan, maksud dan tujuan yang berbeda-beda. Melalui
proses negosiasi diharapkan dapat diperoleh kesepakatan dengan cara yang
paling menguntungkan semua pihak.
Adalah pertemuan yang terdiri dari sekelompok orang dengan latar belakang
minat berbeda-beda untuk memutuskan masalah dengan mencari konsensus
bersama di antara mereka. Proses pengambilan keputusan dilakukan dengan
cara konsensus dan menghindari pengambilan keputusan melalui voting.
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Panitia
Penyelenggara
(Organizer)
Narasumber
(Presenter)
Peserta
(Participants)
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Secara umum tahapan & langkah-langkah
penyelenggaraan rapat, sebagai berikut:
• Persiapan rapat.
• Pembukaan dan Pelaksanaan rapat.
• Penutupan rapat.
+ Tindak lanjut hasil rapat.
Tahapan Penyelenggaraan Rapat
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Persiapan & Perencanaan Rapat
Hal-hal yang perlu dalam Persiapan & Perencanaan Rapat;
• Tentukan tujuan dan jenis rapat,
• Pilih tempat penyelenggaran rapat dan lay-out ruangan
rapat, beserta peralatan/ perlengkapan rapat.
• Tetapkan Panitia Penyelenggara rapat, dengan
pembagian tugas masing-masing,
• Susun rundown/agenda acara serta tata tertib rapat,
• Rencanakan peserta dan pemimpin rapat,
• Pilih Narasumber/presenter (jika memang diperlukan),
• Susun budget/anggaran biaya rapat.
• Persiapkan administrasi yang diperlukan (seperti:
Undangan kepada Peserta, Narasumber dan Pimpinan
terkait, Daftar hadir, Bahan/materi rapat, ATK dll).
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Persiapan & Perencanaan Rapat
Secara umum Persiapan Rapat terdiri dari:
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Persiapan
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Panitia Penyelenggara
(Organizer)
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Panitia Penyelenggara
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Panitia Penyelenggara
(Organizer)
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Pemilihan & Pengelolaan
Tempat Rapat …
• Di manapun rapat dilaksanakan, Panitia
Penyelenggara (Sekretaris) bertugas penuh
mengatur dan menyiapkan tempat rapat.
• Jika rapat diselenggarakan di Ruang Rapat,
Sekretaris bertugas mempersiapkan ruangan yang
akan dipakai rapat lengkap dengan semua
perlengkapan pendukung rapat.
• Jika rapat diselenggarakan di luar Ruangan,
Sekretaris juga yang bertugas mengurus reservasi
tempat, dan memastikan perlengkapan rapat di
ruangan/tempat yang akan digunakan rapat,
benar-benar tersedia.
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Place - Layout setting
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Place - Layout setting
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• Setelah peserta rapat berkumpul, maka rapat
dapat dibuka oleh Pembawa Acara (MC)
dengan ucapan terima kasih atas kehadiran
peserta rapat dan sekaligus membacakan
Susunan Acara Rapat & Tata Tertib selama rapat
berlangsung.
• Setelah itu, Pembawa Acara menyerahkan rapat
kepada Pemimpin Rapat.
oleh Pembawa Acara (MC)
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oleh Pemimpin Rapat
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Pemimpin Rapat
• Menjadi pimpinan rapat tidak semudah yang dibayangkan,
dimana pimpinan harus mampu mendorong dan menciptakan
partisipasi aktif anggota, bertanggung jawab atas rapat yang
diadakan dan pimpinan tidak boleh mendominasi pembicaraan
dalam rapat demi tercapainya tujuan rapat.
• Pemimpin rapat harus bisa menciptakan rasa aman, suasana
persaudaraan, saling membuka diri dan tidak ada kesan sikap
otoriter, mempunyai keterampilan berkomunikasi untuk
mendukung peserta yang pasif, dan mendorong kelompok untuk
mengambil keputusan bersama.
• Pimpinan rapat yang baik adalah pimpinan yang dapat
memberikan keleluasaan peserta untuk berbicara spontan,
dengan suasana yang santai membuat peserta tidak ragu-ragu
untuk mengeluarkan pendapatnya, bahkan menemukan gagasan
yang cemerlang.
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MENDENGARKAN
DENGAN EMPATI
Teknik Mendengarkan,
Bertanya dan Interupsi
Peserta Rapat
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PERTANYAAN yang Menyejukkan
• Bertanya la dengan menggunakan kalimat dan nada
suara yang baik.
• Ajukan pertanyaan yang tidak bersifat menguji,
mengejek, menyindir, atau ke arah yang
meremehkan atau menghakimi.
• Ajukan pertanyaan untuk mengklarifikasi maksud
yang disampaikannya.
Ketika kita mengajukan pertanyaan dengan baik, ini
menunjukkan kita respek dan rasa hormat kepada
mereka. Mereka pun juga akan merasa dihargai.
Peserta Rapat
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• Upayakan selalu untuk tidak menginterupsi
selama rapat berlangsung.
• Dengarkan terus dengan membantu
mengklarifikasi dan memahami sampai apa yang
dimaksudkan menjadi jelas.
• Jika memang dipandang perlu oleh peserta untuk
bertanya, minta la izin untuk bertanya. Lalu
ajukan pertanyaan dengan cara yang baik dan
sopan.
Interupsi
Peserta Rapat
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01
02
03
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• Sediakan alat tulis (namun sekarang menggunakan
PC/Notebook/Laptop) untuk penyusunan notula, atau
• Sediakan alat perekam bila ada pembicaraan yang tidak dapat ditulis.
• Memahami prosedur rapat sebelum rapat dimulai.
• Sediakan buku-buku/referensi yang menunjang materi rapat.
• Isi/buat Notula Rapat (Minute of Meeting / MoM).
• Judul notula + Nama organisasi atau Unit organisasi yang
menyelenggarakan rapat.
• Hari, tanggal, tempat, dan waktu dimulai dan berakhirnya rapat.
• Sifat Rapat.
• Nama peserta (yang hadir maupun yang tidak hadir).
• Penyempurnaan natula rapat dan pengesahannya.
• Susunan acara rapat.
• Ringkasan jalannya rapat.
• Hasil rapat.
• Hal-hal yang dibicarakan dalam rapat.
• Catatan khusus (jika ada).
• Nama dan tandatangan Pemimpin rapat dan Notulis rapat pada bagian
akhir natula (MoM).
Notula (MoM=Minute of Meeting)
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• Sebelum menutup rapat (dengan
mempertimbangkan waktu yang ada), Pemimpin
rapat dapat menanyakan lagi kepada para peserta
apakah semua pembahasan sudah dipahami atau
masih adakah hal-hal yang perlu diperjelas lagi.
• Apabila semua pokok bahasan telah tercakup dalam
rapat, ada kecenderungan para peserta dan notulen
rapat untuk membuat rekapitulasi.
• Pemimpin rapat dapat meminta kepada Notulen rapat
untuk membacakan Notula rapat.
• Pemimpin rapat dapat juga menanyakan kesan para
peserta tentang jalannya rapat.
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• Jika semua sudah selesai dan sesuai
dengan waktu (yang telah ditetapkan),
maka saatnya Pemimpin rapat untuk
menutup rapat, sembari mengucapkan
selamat dan terima kasih, serta
menekankan bahwa keputusan rapat
agar segera ditindak lanjuti.
• Setelah itu, mengembalikan acara
kepada Moderator/Pembawa acara (MC)
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Tim Perumus dan para peserta terkait perlu menindak-lanjuti
segala apa yang telah dirumuskan/diputuskan di dalam rapat.
Setelah rapat selesai, penyelenggara dan petugas terkait
melakukan kompilasi semua bahan selama rapat berlangsung,
termasuk dokumentasi dan audio visual yang ada.
Pihak yang bertanggung jawab membubuhkan tanda tangannya
pada notula rapat (sebagai dokumentasi) yang akan ditindak
lanjuti seusai rapat (di kemudian hari).
Apabila rapat tersebut melibatkan organisasi/perusahaan
lain/mitra lainnya, maka selayaknya mereka juga memperoleh
hasil akhir dari rapat tersebut, guna tindak lanjut (jika memang
ada keterlibatan mereka dalam tindak lanjut).
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Workshop
Effective & Successful
MEETING TECHNIQUE
www.slideshare.net/kenkanaidi
(Narasumber)
www.ken-spektakuler.blogspot.com
e-mail: kanaidi63@gmail.com atau
kanaidi@yahoo.com
Fax. 022-4267749 HP. 0812 2353 284
WA. 0877 5871 1905
www.antawijaya.com
Editor's Notes
Penjajakan Ide/Gagasan
Tujuan penjajakan ide/gagasan biasanya berjalan dengan memperkenalkan ide-ide baru yang akan dikerjakan saat yang akan datang.
Memotivasi Peserta
Pimpinan mengumpulkan anggotanya untuk memberikan motivasi agar mereka lebih meningkatkan kemampuan dan kinerja.
Selalu mendapat bimbingan dan pengawasan
Dipimpin oleh seorang pemimpin yang baik
Seseorang yang aktif, berwaewasan luas, cakap, dapat memberikan bimbingan dan pengarahan pada saat rapat.
Pada dasarnya, proses negosiasi terdapat sekelompok orang yang memilikim kepentingan, maksud dan tujuan yang berbeda-beda. Melalui proses negosiasi diharapkan dapat diperoleh kesepakatan dengan cara yang paling menguntungkan semua pihak.
Setelah peserta rapat berkumpul, maka rapat dapat dibuka oleh Pembawa Acara (MC) den gan ucapan terima kasih atas kehadiran peserta rapar dan sekaligus membacakan Susunan Acara Rapat & Tata Tertib selama rapat berlangsung.
Setelah itu, Pembawa Acara mnenyerahkan rapat kepada Pemimpin Rapat.
Sediakan alat tulis (namun sekarang menggunakan PC/Notebook/Laptop untuk penyusunan notula, atau
Sediakan alat perekam bila ada pembicaraan yang tidak dapat ditulis.
Memamhami prosedur rapat sebelum rapat dimulai.
Sediakan buku-buku/referensi yang menunjang materi rapat.
Isi/buat Notula Rapat (Minute of Meeting / MoM) rapat.
Judul notula + Nama organisasi atau Unit organisasi yang menyelenggarakan rapat.
Hari, tanggal, tempat, dan waktu dimulai dan berakhirnya rapat.
Sifat Rapat.
Nama peserta (yang hadir maupun yang tidak hadir).
Penyempurnaan natula rapat dan pengesahannya.
Susunan acara rapat.
Ringkasan jalannya rapat.
Hasil rapat.
Hal-hal yang dibicarakan dalam rapat.
Catatan khusus (jika ada).
Nama dan tandatangan Pemimpin rapat dan Notulis rapat di bagian akhir natula (MoM).
Apabila semua pokok bahasan telah tercakup dalam rapat, ada kecenderungan para peserta untuk membuat rekalpitulasi.
Pemimpin rapat dapat meminta kepada Notulen rapat untuk membacakan Notula rapat.
Pemimpin rapat dapat juga menanyakan kesan para peserta tentang jalannya rapat.
Apabila rapat tersebut melibatkan organisasi/perusahaan lain/mitra bisnis, maka sudah selayaknya mereka juga memperoleh hasil akhir dari rapat tersebut, guna tindak lanjut (jika ada keterlibatan mereka).
Pihak yang bertanggung jawab membubuhkan tanda tangannya pada notula rapat (sebagai dokumentasi) yang akan ditindak lanjuti seusai rapat (di kemudian hari).
Tim Perumus dalam pelaksanaan rapat perlu menindak-lanjuti segala yang telah dirumuskan/diputuskan di dalam rapat.
Setelah rapat selesai, penyelenggara dan petugas terkait mnelakukan kompilasi semua bahan selama rapat berlangsung, termasuk dokumentasi dan audio visual yang ada