The document provides guidance on effective meeting planning and management. It discusses identifying meeting objectives, ensuring clear roles and an agenda, preparing and participating effectively. Key elements of planning include determining attendees, setting the agenda, location, equipment needs. Meetings should have written minutes documenting decisions and action items. Regular business meetings include board, annual general, committee, and informal discussions. Proper organization helps meetings achieve their goals efficiently.

3.  Make a focus statement.
 Ensure that meeting roles are understood.
 Ensure the group/team uses an agenda.
 Take time to prepare, participate, and
perform.

4. “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”

5.  Achieve organizational outcomes.
 Can generate ideas & Solutions.
 Make batter Policy statement.
 Gives new targets & aims.
 Low time and money consumption.

6. When we need to held
meetings?

8.  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.

9.  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.

10. Is meeting necessary
for these objective?

12.  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.

13. Now! How to plan a
meeting?

15.  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?

16. What will be the
Agenda of meeting?

18.  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.

20. Is there any record
of the meeting?

21. 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.

22.  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 .

23. How to organized a
meeting?

24.  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.

25.  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

26.  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

27. Is there any other
thing need to do?

29.  Meeting Location:
› Convenience
› Comfort
› Suitability

30.  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.

31.  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.

32. How many meetings are
held by a business ?

34.  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.

35. 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

36.  Once a month
 Directors of company attend the
meeting.
 Discuss company business.
 Future direction of the company.

37.  In short form is called AGM
 Compulsory yearly meeting for listed
company.
 All directors and shareholders attend the
meeting.

38.  In short form is called EGM.
 At any time of the year
 Give notice to shareholders.
 For voting on proposed plans.

39.  Standing committee is part of Board of
Directors in the company.
 Approve the proposed bonus payment
and salary adjustment.

40.  Decisions on local matters.
› Facilities Update
› Company Officers update
 Set of responsibilities and authorities.
 Committee diction are published.

41.  Held for seeking the opinions of the
public.
 If development plan of the corporation
will affect people in a town.

42.  Speakers from different corporations to
share their expert knowledge.
 Take place over a few days.
 Usually takes the form of presentations.

43.  Must contribution of two or more
different parties.
 Negotiation on merger and acquisition
matter.
 Participants protector their responses.

44.  One-on-One
 Team Meeting
 Informational Meeting

45.  Just two people meet.
 Discuss business ideas.
 It may between manager and a staff
member .

46.  Must have a teem.
 Discussing the project and issues.
 A Meeting may be called suddenly.

47.  Join together to information .
 Receive news about the company.

48. Any Question?