The document discusses the importance of meetings, classifying them into types such as information giving, information taking, and problem solving, while outlining the roles and responsibilities of participants. It emphasizes the need for preparation, agenda setting, time management, and proper documentation of meeting outcomes. Additionally, the document highlights strategies for effective meetings, including participant selection, establishing ground rules, and evaluating the meeting process.

1. DATE: 20-02-2014 NO.OF ROLLS : 69
NO.OF.PRESENT : 69 GENERAL PROFICIENCY
MEETINGS

2. Introduction
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.
Meetings are tools for accomplishing work.
The work to be done can include decision making,
information gathering or problem solving.

3. Meetings may be distinguished from other gatherings like..
• chance encounter
• a party or the company of friends
• demonstration
• a sports game or a concert
Meetings must be well organised
A successful meeting begins with good preparation.

4. DATE: 20-02-2014 NO.OF ROLLS : 69
NO.OF.PRESENT : 69
GENERAL PROFICIENCY
CATEGORIES OF MEETING

5. Most of the meetings can be classified into one of three
types based on the purpose of the meeting…
 Information giving
 Information taking
 Problem solving

6. Information Giving Meetings
Leader does most of the talking
Purpose is to provide clear and complete
information
Information must be well-organized, concise and
understandable
Questions and group discussions are usually
helpful
Leader may present facts, demonstrate a work
procedure, introduce new policy, or give a
motivational talk

7. Information Taking Meetings
Sometimes called as an advisory meeting
Leader or team is seeking data, ideas, facts or
opinions
Team members draw upon the knowledge,
experience, and insight of those in the meeting
Open, honest discussion is essential to the success
of an information taking meeting
All team members encourage discussion and ask
open-ended questions

8. Problem Solving Meetings
Require back and forth communication between
team members
The necessary background information is provided
Team members suggest ideas and explore
possibilities

9. DATE: 20-02-2014 NO.OF ROLLS : 69
NO.OF.PRESENT : 69
GENERAL PROFICIENCY
TYPES OF MEETINGS

10. There are seven types of meetings in an
organization…
 Regular staff meetings
 Project team or Group meetings
 Cross-departmental meetings
 Problem solving meetings
 Information-sharing or update meetings
 Combination meetings
 Ad Hoc meetings

11. DATE: 20-02-2014 NO.OF ROLLS : 69
NO.OF.PRESENT : 69
GENERAL PROFICIENCY
PROCESS OF MEETING

12. Selecting Participants
The decision about who is to attend
depends on what you want to
accomplish in the meeting.
Don't depend on your own
judgment about who should come.
If possible, call each person to tell
them about the meeting, it's
overall purpose and why their
attendance is important.

13. Selecting Participants
Follow-up your call with a
meeting notice
Send out a copy of the proposed
agenda along with the meeting
notice.
Have someone designated to
record important actions,
assignments and due dates during
the meeting.

14. Developing Agendas
The Agenda serves as a roadmap for the participants
The Agenda should be organized
Develop the agenda together with key participants in
the meeting.
In the agenda, state the overall outcome that you want
from the meeting
Keep the agenda posted at all times.
Ask participants if they'll commit to the agenda.

15. Agenda should include..
TIME
• What is the
sequence
of topics?
• How much
time can
you allot to
each?
TOPIC
• What items
need to be
discussed?
PROCESS
• How will
these
items be
discussed?
• Who will
be
involved?
OUTCOME
• What is the
goal of
having this
on the
agenda?

16. Establishing Ground Rules for Meetings
The ground rules cultivate the basic ingredients needed
for a successful meeting.
Four powerful ground rules are:
 Participate
 Be Focused
 Maintain Momentum
 Reach Closure.
If you have new attendees who are not used to your
meetings, you might review each ground rule.
Keep the ground rules posted at all times.

17. Time Management
Time seems to run out before tasks are completed.
You might ask attendees to help you keep track of
the time.(appoint a Time Keeper)
If the planned time on the agenda is getting out of
hand, present it to the group and ask for their input
as a solution.

18. Evaluation of Meeting
Evaluating a meeting only at the end of the meeting is
usually too late to do anything about participants'
feedback.
Get feedback during the meeting when you can improve
the meeting process right away.
Leave 5-10 minutes at the end of the meeting to
evaluate the meeting
Have each member rank the meeting from 1-5
Have the chief executive rank the meeting last.

19. DATE: 20-02-2014 NO.OF ROLLS : 69
NO.OF.PRESENT : 69 GENERAL PROFICIENCY
EFFECTIVE MEETING

20. Meeting Preparation
Decide on the purpose of the meeting.
Prepare and distribute an agenda.
Determine who needs to be at the
meeting.
Determine the required length of the
meeting.
Find a location and time for the meeting.
Confirmation.

21. Before Meeting
Each meeting should begin with the following activities..
Attendance
Review minutes of previous meeting.
Review of the Agenda.
Statement of purpose and objectives.

22. During the Meeting
Stick to the agenda
Take notes.
Defer items that cannot be effectively
addressed.
Control dominating individuals

23. Concluding the Meeting
Summarise
Set the agenda for the next meeting.
Evaluate the meeting
End on time!

24. After the Meeting
Consolidate and distribute the
minutes.
Thank guests.

25. DATE: 20-02-2014 NO.OF ROLLS : 69
NO.OF.PRESENT : 69
GENERAL PROFICIENCY
ROLES & RESPONSIBILITIES

26. Leader or Chairperson
Plan and prepare meetings.
Assign actions and tasks.
Lead team in discussions.
The leader opens the meeting and then turns it
over to the facilitator to lead.

27. Summarize the last meeting.
Establish specific outcomes desired for the meeting.
Appoint a time keeper and recorder.
Review and clarify the agenda if necessary.
Recognize attendees who wish to speak
Remain neutral
Maintain order
Facilitator

28. Establish group agreements
Protect against domination by a few individuals.
Encourage participation by all members
Track progress on the agenda.
Summarize discussion and future action
Bring conflicts to the surface.
Call for breaks.
Bring the discussion to close.

29. Recorder
Capture the basic ideas of speaker, decisions and
action items in writing
Responsible for preparing the minutes
List key discussion points and decisions.
Uses the recording method best for the situation
Can stop and clarify the points.
Circulate the notes after the meeting

30. Time Keeper
Track time according to the agenda
Give regular updates on timing to the group

31. Group Member
All other participants in a group are members.
Group members share responsibility with the
other roles for the success of the meeting.

32. Meeting Room Arrangements
Theater Style
• Leader has great power by position.
• Participation and interruption by audience is limited.

33. U-Shaped Style
• Equality of membership.
• No doubt of who the leader is.
• Good visibility for visual aids.

34. Circle Style
• Democratic: equality is stressed.
• Great visibility by participants.
• Obvious body language.
• Excellent participation.

35. DATE: 20-02-2014 NO.OF ROLLS : 69
MINUTES
NO.OF.PRESENT : 69
GENERAL PROFICIENCY

36. What Are Minutes ?
An official record of the proceedings of a meeting,
A reminder of what happened at a meeting
A permanent record of your team’s discussions and
progress.
A basis for discussion of matters arising at the next
meeting
Given to members before the start of the next
meeting

37. Why Should a Team Take Minutes ?
Provides a historical record that can be used in
future meetings for verification of decisions and as
a reminder of events and actions.
can provide important information to absentees.
help to keep everyone on track.
avoids repetition of an issue which has been
documented.

38. • Narrative
• Agenda Based
• Summarize
Types of Minutes

39. What Are Different Ways to Take
Minutes?
Take written minutes and transcribe them after
the meeting.
Record key points on a flipchart, chalkboard, or
whiteboard
Tape-record the meeting and type up key points
Type the minutes directly onto a computer during
the meeting

40. What should be included in the Minutes ?
name of the group, place, time, and date of the
meeting
names of committee members present
names of committee members excused or absent
key items discussed in the order listed on the agenda
the time the meeting was adjourned
the date, time, and place of the next meeting
the recorder’s name and signature

41. Some Tips for Taking Good Minutes..
Be as clear and concise as possible.
Don’t try to write every single word
Remain neutral in your documentation.
Follow the agenda exactly, with identical numbers and
headings
Use separate paragraphs for each item.
Use short sentences if possible.
Don’t worry about spelling and grammar
number the pages of the minutes.

42. DATE: 20-02-2014 NO.OF ROLLS : 69
NO.OF.PRESENT : 69
GENERAL PROFICIENCY
TIPS FOR EFFECTIVE MEETING

43. Determine if
the meeting is
necessary
Set your
objectives
Allow only a
minute for the
minutes
Watch the
time
Stay on track

44. Maintain
control
Make your
presentation
interesting
Engage the
participants
Take a break Recap

45. DATE: 20-02-2014 NO.OF ROLLS : 69
FACTS
NO.OF.PRESENT : 69
GENERAL PROFICIENCY

46. *Over 11 million business meetings are held every day in the
U.S.
*Managers spend 30 to 70 percent of their office time in
meetings.
*Most professionals attend around 62 meetings/month, with
> 50% of these perceived as a waste of time.
*A productive meeting of top managers costs thousands of
dollars per hour.
*One successful company banned meetings between 9 a.m.
and 4 p.m.
*Several companies have “meeting-free day” each week

47. THANK y u…