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Define meeting, types of meeting, function of meeting, role of meeting in business

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Define meeting, types of meeting, function of meeting, role of meeting in business

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Define meeting, types of meeting, function of meeting, role of meeting in business

  1. 1.  Make a focus statement.  Ensure that meeting roles are understood.  Ensure the group/team uses an agenda.  Take time to prepare, participate, and perform.
  2. 2. “A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement”
  3. 3.  Achieve organizational outcomes.  Can generate ideas & Solutions.  Make batter Policy statement.  Gives new targets & aims.  Low time and money consumption.
  4. 4. When we need to held meetings?
  5. 5.  Forming a new group or team.  Starting a new project.  Needing to accomplish an objective beyond the scope of one individual.  Solving a problem or improving a process.  Making a group/team decision.
  6. 6.  Presenting a management message.  Advising of a change in focus, policies, procedures, etc.  Motivating group/team members.  Welcoming a new leader or member.  Recognizing outstanding performance.  Learning from mistakes.
  7. 7. Is meeting necessary for these objective?
  8. 8.  When we need people from multiple departments to generate ideas together.  Clear communication requires a face-to-face presentation.  We need to build similarity between team members.  We expect the objective will be controversial.  Issue is urgent and decision is more important.  Other attempts at reaching the objective have been unsuccessful or are taking too long.
  9. 9. Now! How to plan a meeting?
  10. 10.  Are they important to the discussion?  Do they have expertise that we will need and there is no alternative.  Do organizations internal politics require this person?  Do I expect questions to arise during the meeting that only this person can answer?
  11. 11. What will be the Agenda of meeting?
  12. 12.  Identifying missing things.  Ensuring everyone has the information.  Right person comes to the meeting.  Managing the meeting in operation.  Confirmation of the date, time, and location.
  13. 13. Is there any record of the meeting?
  14. 14. Yes! Meeting has written record which is called minutes of meeting, that is used to inform attendees and non-attendees of the actions during the meeting.
  15. 15.  The names of the participants.  The agenda items covered.  Decisions made by the participants.  The follow-up actions committed to by participants.  Due dates for the completion of commitments .
  16. 16. How to organized a meeting?
  17. 17.  During the meeting make sure:  Make sure everyone has a copy of the agenda.  Someone assigned for minutes of the meeting.  If something comes up that is not on the agenda, assure the group that you will capture that topic or item for later discussion.
  18. 18.  Make a decision so you can move on.  Agree to stay longer if they want to continue the discussion.  Agree to postpone the decision on this topic to a later time so you can stay on time
  19. 19.  Thank everyone for their participation  Summarize any final points and what the next steps will be  Let them know when you will have meeting minutes or notes available  Let them know when you will deliver
  20. 20. Is there any other thing need to do?
  21. 21.  Meeting Location: › Convenience › Comfort › Suitability
  22. 22.  Seating Arrangement: › Best arrangement would be to set the chairs and tables up in a 'U* shape so that everyone can easily see and listen to each other.
  23. 23.  Must be send out a reminder email to all of the attendees.  Bring copies of any supporting information.  Pack a box the day before, for example if need white board markers, Name tags or pads of paper.
  24. 24. How many meetings are held by a business ?
  25. 25.  Formal Types  A pre-arranged meeting time or schedule.  An agenda  A set of minutes - a written record.  A chairperson - to lead, co-ordinate or control.  An administrator or secretary.  An agreed process and procedure.  Informal Types  Unstructured discussion.  No procedures or process.  Anyone taking the lead.  The noting of action points.
  26. 26. 1. Board Meeting 2. Annual General Meeting (Agm) 3. Extraordinary General Meeting (Egm) 4. Standing Committee Meeting 5. One-Off Committee 6. Public Meeting 7. Conference Meeting 8. External Meeting
  27. 27.  Once a month  Directors of company attend the meeting.  Discuss company business.  Future direction of the company.
  28. 28.  In short form is called AGM  Compulsory yearly meeting for listed company.  All directors and shareholders attend the meeting.
  29. 29.  In short form is called EGM.  At any time of the year  Give notice to shareholders.  For voting on proposed plans.
  30. 30.  Standing committee is part of Board of Directors in the company.  Approve the proposed bonus payment and salary adjustment.
  31. 31.  Decisions on local matters. › Facilities Update › Company Officers update  Set of responsibilities and authorities.  Committee diction are published.
  32. 32.  Held for seeking the opinions of the public.  If development plan of the corporation will affect people in a town.
  33. 33.  Speakers from different corporations to share their expert knowledge.  Take place over a few days.  Usually takes the form of presentations.
  34. 34.  Must contribution of two or more different parties.  Negotiation on merger and acquisition matter.  Participants protector their responses.
  35. 35.  One-on-One  Team Meeting  Informational Meeting
  36. 36.  Just two people meet.  Discuss business ideas.  It may between manager and a staff member .
  37. 37.  Must have a teem.  Discussing the project and issues.  A Meeting may be called suddenly.
  38. 38.  Join together to information .  Receive news about the company.
  39. 39. Any Question?

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