by natunga ronald

1. MEETING
• DEF
• Assembling
together for a
purpose of
rectifying or
improving a state of
affair.
• Valuable tool for team
building and
coordination, cross
functional activities,
dissemination of
information, training,
problem solving,
decision making.

2. TYPES
Formal
• Committee meeting
Informal
• Public meeting

3. MAJOR PURPOSES OF MEETING 1
• To explain new policies, services, protocols,
restructuring anything that involves change.
• To accept reports or recommendations
• To get help in decision making, problem
solving, allocating resources, establishing
priorities, generating ideas or assigning
tasks.

4. MAJOR PURPOSES OF MEETING 2
• To persuade or obtain commitment for an
idea, program or proposal.
• To teach, train, demonstrate or explain tasks
and procedures.
• To congratulate or reward ( improving
human relationship).

5. COMPONENTS
1. Purpose
2. Input and content
3. Process
4. Product ( outcome)
5. Responses and follow up.

6. PREPARATION BY THE CHAIR 1
a. Distribute letters early enough in order to
- Get ideas, opinions and information before the
session.
- Encourage members to submit suggestions for
topics.
b. Designate whom you will call to discuss certain
points.
c. Schedule meetings for morning or 4:00pm and
indicate the venue.

7. PREPARATION BY THE CHAIR 2
e. Make selection of members whom you depend on
to show up.
- group of 5 – 8 is ideal for action meetings.
- consider part time attendees .
f. Select a competent and conscientious recorder
( secretary)
- should be able to take clear and concise notes.

8. PREPARATION BY THE CHAIR 3
g. Sitting arrangement
• Most meetings are held around a
rectangular table.
• Preferably circular especially if there is no
designated leader.
• In committee meetings do not seat antagonists
facing each other at rectangular tables.

9. Agenda
• After each item on the agenda, show the expected
kind of result.
• Indicate time allocated and the names of people
you expect to report.
• Distribute the agenda several days before the
meeting.

10. MEETING ( Getting started) 1
1. Arrive early and ensure everything is in readiness.
2. Memorise your opening statement. This
establishes the direction of the meeting.
3. If it is the first meeting of the group, establish
some ground rules before the meeting starts.
4. Sound and look enthusiastic as you review the
highlights of the previous minutes and ask for any
comments or corrections.

11. MEETING ( Getting started) 2
5. Encourage participation by:
- going round the table calling each
member by name.
- responding enthusiastically to all
suggestions.
- splitting into breakaway groups.

12. MEETING ( Getting started) 3
- Letting others lead some questioning or chair the
session.
- Reinforcing participation from reserved members
- Using non – threatening , open ended questions.
- With holding your opinion until everyone else has
spoken.
- If a persons suggestion cannot be accepted, try
using part of it.

13. MEETING ( Getting started) 4
- Preserving the ego of all members.
7. Avoid Abilene paradox. ( common when the
chairman is domineering)
8. Maintain control.
keep people from going off target. Call for a
break when things stall.

14. MEETING ( Getting started) 5
9. Force decisions by:
- Asking if anyone has more data before a decision
is made.
- Asking for a view of the proponent and
opponent.
- Calling for a vote only when consensus has failed.

15. Closing the meeting 1
• To avoid confusion, summarise the
discussion and decisions.
• Indicate areas still requiring consideration
• Review assignments
• Select the date for the next meeting.

16. Closing the meeting 2
NB
When you must leave before time, give a brief
explanation and turn the chair over to an
alternate.
Before you do that, assign any special
responsibilities or tasks to members.

17. Post meeting activities 1
• Notify the convening authority of the
outcome if appropriate.
• Send a Thank you note to individuals who
made outstanding presentations, clarified
remarks, supported you or agreed to carry
out post meeting activities.

18. Post meeting activities 2
• Prepare minutes without delay, copies should be
made available within 24 – 48 hours.
• In the minutes include the following:
- Time of start and adjournment
- Who was Absent with apology,those absent with
out apology,and who attended as an ex officio.
- Statement that the previous minutes were read
and approved.

19. Post meeting activities 3
- Brief discussion or presentation of each
item or agenda.
- Record of agreement or disagreement,
record of vote or decisions made.
- Follow up on decisions made.
- Date, place and time of next meeting.

20. PROBLEM MEMBERS 1
All kinds of participants attend meetings
- Incisive thinkers
- Chronic objectors
- Impatient doers
- Speech makers
- Shoot – from – the - hip decision makers
- Ultra conservatives etc.
More attention should be given to the following persons

21. PROBLEM MEMBERS 2
a) Late comers
- Sometimes it is best to brief late comers
during that interval.
- Encourage late comers to arrive on time.
- Do not reward their late coming by
reviewing what transpired before their
arrival.

22. PROBLEM MEMBERS 3
b) Members who offend others
No member has a right to mock or insult others.
- The chair should immediately interrupt the errant
behaviour and apologise to the person ridiculed.
- Admonish ( reprove / Warn) the offender.

23. PROBLEM MEMBERS 4
c) Intimidators
They tend to force opinion by appearing
angry, assuming a superior attitude or to
ridicule.
The chair must stop this quickly.

24. PROBLEM MEMBERS 5
d.) Hostile / Angry members.
If you know them, plan what to say before the
meeting, do encourage venting.
- Do not interrupt the person and insist that he / she
not interrupt you.

25. PROBLEM MEMBERS 6
e) Non – participants
Their thoughts are elsewhere.
Bring their minds back on track by posing questions
or asking for their opinion.
f) Side conversationalists
Some private conversation is natural, timid members
may be afraid to speak so they whisper to each
other, they may be bored or just discourteous.

26. PROBLEM MEMBERS 7
• Stop in the middle of the sentence and glare at
them, this may work. If not:
Ask them to share the conversation with the group.
g) Comics
A little humour is good, but when over done can be
disruptive.
- Stop them in their tracks by not laughing, giving a
wry smile as you shake your head and say you
want to get on with business.

27. PROBLEM MEMBERS 8
h) Motor mouth
These are enthralled by their
own voice and never seem
to run out of gas.
They have endless comments
and their questions are just
more comments.
- Jump in as they pause for
breath or ask them to stay
after the meeting to
discuss these.

28. PROBLEM MEMBERS 9
i) Destroyers • Some members are
emotionally rather than
rationally involved. They
play psychological war
games and demand
attention by criticizing
interrupting or taking
offence at innocent
remarks.
• Ignore their out bursts,do
not argue or get excited.
Let them say their piece
then go on.

29. Reasons why some people dodge meetings 1
• When there are no clear goals, the meeting is
called to handle nothing spectacular except to
search for old ideas already dealt with.
• Group ideas neglected at previous meetings.
• Domination by a few ardent members of the group
leaving out others.

30. Reasons why some people dodge meetings 2
• When leaders are not prepared.
• No action taken on previous resolutions.
• Hidden agendas by some leaders or some
members.

31. Tips for members attending the meeting 1
1. Ask your self why you
are there and come
prepared to participate.
2. Arrive on time
3. Listen thoughtfully to
others and understand
their points of view.
4. Look for hidden
agendas
5. Ask for clarifications.
6. Respect the opinion of
those with whom you
disagree.

32. Tips for members attending the meeting 2
7. Offer honest opinion even when these are
unpopular.
8. Try to separate facts from perceptions,
assumptions, or opinions.
9. Disagree without being disagreeable.
10. Remain rational and assertive even when
harassed.

33. Tips for members attending the meeting 3
11. Seek win – win solution and be ready to
compromise.
12. Accept special assignments such as searching the
literature or serving as a recorder.
13. Avoid win – loose solution in a meeting because
the meeting will not end since every body wants to
win and no one wants to loose.

34. Tips for members attending the meeting 4
14. Avoid being a
problem member.

35. THE END
THANK
YOU
FOR
LISTENING