Effective Meeting Assignment


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Effective Meeting Assignment

  1. 1. Types & Purpose Of Meetings MEETINGSDefinition: “Come together as inevitably as the key to the magnet —Hugh Walpole”“In a meeting, two or more people come together for the purpose of discussing a (usually)predetermined topic such as business or community event planning, often in a formal setting.”Purpose Of MeetingsThe purpose of regular meetings is to maintain the special contact already established betweennumbers of people, each body of people being in a sense distinct.Meetings are a primary process for organizational life. In fact, for many people, attendingmeetings is what they do during most of the time they spend in the organizational setting. So, itis essential that time spent in meetings be productive if we are to achieve effective individual andorganizational performance. This paper has been developed to help you think carefully about themeetings you attend and, perhaps, lead. These gatherings should be harmonious, but should notbe allowed to become "club like" or gossipy. The special relationship is harmed by theassumption of status by individual members of the group. Each member should discharge thefunctions for the time being allotted to him, if any, as a communicator of material, as anorganizer, or whatever it might be. The community has to develop a sense of unity of purpose —learning and development — in which each member is to be regarded as important for thesuccess of the whole. The special relationship is crippled by the exploitation of one member byanother, so that co-operation between individual members must be kept within reasonable limits.The development of smaller, informal relationships between small numbers of people fromwithin the grouping must not be encouraged, as such "sub-groups" without official sanction startto cause the group to operate in an unbalanced manner. The group will in such cases operate asan ideological, social, intellectual or other entity, of which in any culture there are enoughalready. Page 1
  2. 2. Types & Purpose Of Meetings To Meet Or Not To Meet..?The biggest waste of time is meeting when its not necessary. Youd be surprised by how many ofyour weekly meetings can be eliminated when you decide to meet only when its absolutelynecessary. Here are some tips for deciding if a meeting is worth your time.1. Has a Goal Been Set for the Meeting?Is there a purpose for meeting, a goal to achieve? Every meeting should have an objective and ifthe one youve been asked to attend doesnt, consider recommending that a memo or e-mail besent instead.2. Has an Agenda Been Created Ahead of Time?An agenda is the basis for an effective meeting. Creating and distributing the meeting agenda oneor two days before the meeting begins gives participants an opportunity to prepare for themeeting. Having an agenda during the meeting also focuses the discussion and helps your groupstay on track.3. Will the Appropriate People Be Attending?If the appropriate people arent present, then important decisions get put on hold. It will also taketime to update key individuals on what took place in the meeting they missed. Its better to putthe meeting on hold until all of the right people can be in the room.4. Could the Information Be Covered in an E-mail or Memo?The purpose of most meetings is sharing information and updating others. Ifpossible, make an effort to substitute these types of meetings with an e-mail ormemo! Simply send one e-mail to all the people who would have attended themeeting. This will save everyone time, theyll still be up-to-date on whatshappening and theyll be grateful for having one less meeting to attend thatweek. Page 2
  3. 3. Types & Purpose Of MeetingsThe purpose of most meetings is sharing information and updating others. If possible, make aneffort to substitute these types of meetings with an e-mail or memo! Simply send one e-mail toall the people who would have attended the meeting. This will save everyone time, theyll still beup-to-date on whats happening and theyll be grateful for having one less meeting to attend thatweek. Create Effective Meetings (EM) a. The AgendaThe key to developing any business agenda is to encourage participation by addressing specificregional and/or industry needs and to provide the business community with a sense of ownershipof the final product. Business leaders must take the initiative to organize disparate businessgroups and build a coalition that can reach a consensus on major issues. Freedom of associationand the right to petition the government for the redress of grievances are the most basic rights ofdemocratic institutions. Even in emerging democracies it is still possible to influence changes inpolicy by building grassroots coalitions and a consensus for change.When business associationscome together to promote a core set of market-oriented policies, they are much more effectivethan if they pursue policy change individually. Page 3
  4. 4. Types & Purpose Of Meetings The Agenda communicates important information such as: 1. Topics for discussion 2. Presenter or discussion leader for each topic 3. time allotment for each topic provides an outline for the meeting (how long to spend on which topics) can be used as a checklist to ensure that all information is covered Lets participants know what will be discussed if its distributed before the meeting. This gives them an opportunity to come to the meeting prepared for the upcoming discussions or decisions. provides a focus for the meeting (the objective of the meeting must be clearly stated in the agenda)How to Create an Effective Agenda Page 4
  5. 5. Types & Purpose Of MeetingsWhat to do? Now you understand how important an agenda is to the effectiveness of themeeting, but dont know how to create one. Breathe easy! All you have to do is follow the stepsoutlined below.1. Send an e-mail stating there will be a meeting, the goal of the meeting as well as theadministrative details such as when and where it will be. Ask those invited to accept or declinethe meeting. Make it clear that once they have accepted the meeting, they are expected to attend.2. Ask participants requesting an agenda item to contact you no less than two days before themeeting with their request and the amount of time they will need to present it.3. Once all of the agenda requests have been submitted to you, sum up them in a table formatwith the headings Agenda Item, Presenter and Time. Its your responsibility to ensure that eachagenda item is directly related to the goals of this particular meeting. If an inappropriate requestis made, suggest that person send an e-mail or memo instead or recommend that this agenda itembe discussed in another meeting.Also, you must be realistic in the amount of time you allocate to each presenter. Dont cram anunrealistic number of agenda items into an hour meeting. When people accept an hour meeting,they expect to be finished in an hour. When meetings go over time, people generally tend to getuneasy. Its better to schedule 50 minutes of discussion into an hour time slot. This way you have10 minutes to spare and if you get done a little early, people will be pleased.4. Send the agenda to all the meeting participants the day before the meeting with a reminder ofthe meeting goals, location, time and duration. At this time, ask the presenters if they are happywith the order in which they will be speaking and the amount of time they have been allocated. Page 5
  6. 6. Types & Purpose Of Meetings5. Of course, the most important part of creating an effective agenda is to follow it during themeeting. A great script is the key to a plays success. A well-structured, informative agenda is as vital to a meetings success as a script is to a play. A meeting agenda should: ensure all participants are adequately prepared for the meeting ensure each agenda item achieves the desired outcome save time during the meeting Agenda Sample 1. Opening/Welcome (9.00 - 9.05) 2. Announcements and documents received (9.05 - 9.20) 3. Approval of minutes of meeting held May 12, 2006, as well as action list (9.20 - 9.35) 4. Evaluation information programme. Mr. Johnson has prepared the evaluation of this programme, and asks input from the participants before publishing (9.35 - 9.45) 5. Proposal for harmonization of the packaging. Mrs. Leeson has made a first proposal, and wants to discuss this in the meeting (9.45 - 10.15) 6. Financial report of 2nd quarter. Mr. Mill, approval (10.15 - 10.25) 7. Any other business (10.25 - 10.40) 8. Adjournment(10.40 - 10.45) Tips For Starting And Finishing Meeting On TimeResponsibilities Of Meeting Organizer (Leader): State that the meeting will begin quickly at the scheduled time and that all participants should be on time Page 6
  7. 7. Types & Purpose Of Meetings Send a reminder e-mail thirty minutes before the meeting begins and encourage meeting participants to arrive on time Ensure that you begin the meeting at the scheduled time. If youve encouraged others to be prompt, dont embarrass yourself by showing up late. Close the meeting room doors at the scheduled time. Theres nothing like late attendees to disrupt the flow of a meeting! Consider posting a note outside the door stating the meetings time. This may seem harsh, but it clearly communicates how serious you are about keeping your meetings on time. If the tardy participants dont consider your meeting important enough to arrive on time, perhaps they shouldnt have committed to attend at all. If your meeting starts a little late, you should still finish the meeting at the scheduled time. Its inconsiderate to assume the participants schedules revolve around your meeting, so wrap up the meeting when you promised.+ Consider creating a "latecomer jar" to which meeting participants must contribute onedollar for each minute they arrive late to meetings. At the end of the week, you can buymuffins or donuts for everyone who attended the meeting… courtesy of the latecomers! More and more of our time each day is spent on the computer. Our ability to navigate thecomputer absolutely affects our ability to be productive. Improving your typing skills andlearning keyboard shortcuts can save you time every day. Make time for computerdevelopment skills by scheduling time with someone who has the know-how, taking acomputer class or just purchasing literature to help you. Defining your audience means finding out who they are. This information is crucial inorder to address audience members needs, interests, expectations and levels ofunderstanding. Without this knowledge, you are unable to match your message with theirneeds. Your ability to present from their perspective enables you to influence theirthinking, persuade them to accept what you are suggesting and achieve your goal formaking the presentation. Listeners like to know beforehand the degree to which they are expected to be listeners orcontributors. Most meeting participants are perfectly willing to be verbally engaged orsilent—as long as it doesn’t come as a surprise. People who come into a meeting expecting Page 7
  8. 8. Types & Purpose Of Meetings to be asked to contribute become angry and frustrated when that opportunity never presents itself. Conversely, people who come into a presentation expecting to listen — to take notes and maybe ask a question or two — feel threatened when they’re unexpectedly put on the spot. The following public speaking tips used in difficult situations can lessen negativity among listeners. Listeners like to know beforehand the degree to which they are expected to be listeners or contributors. Most meeting participants are perfectly willing to be verbally engaged or silent—as long as it doesn’t come as a surprise. People who come into a meeting expecting to be asked to contribute become angry and frustrated when that opportunity never presents itself. Conversely, people who come into a presentation expecting to listen — to take notes and maybe ask a question or two — feel threatened when they’re unexpectedly put on the Spot. The following public speaking tips used in difficult situations can lessen negativity among listeners.Ways to Get Audience Informationso how do you gather audience information and find answers to these questions?Consider the following techniques: Speak to the participants days or weeks before the presentation Send out a questionnaire or survey to audience members Speak to their co-workers or managers Research audience-related issues and gather current data on their industry Converse and mingle with participants at an event prior to your presentation or directly before the presentation itself Ask questions during the presentation to gather on-the-spot feedback Page 8
  9. 9. Types & Purpose Of Meetings Talk to the participants after the presentation to verify that your intended message wasreceived and their needs met Ask audience members to complete an evaluation form after your presentation Invite participants to the meeting and ask for feedback on what they want covered. Follow the "Rule of Halves." Ask for all agenda items no later than half the time between the last meeting and the upcoming meeting. For example, if meetings are held weekly on Fridays, agenda items should be gathered by Wednesday. Then you can start to put together an agenda that will fulfill the objectives of all attendees. At the beginning of the meeting, review the agenda and the tasks to be accomplished. This helps meeting participants know precisely what is expected and encourages them to focus on the task at hand. It also makes controlling time in the meeting much easier. During a meeting, consider using a clock to time each discussion topic. Try setting the alarm to warn meeters when the time allotted for the topic has expired. Specialized meeting information management software helps you manage time and information at your meetings. With SMART Meeting Pro, your meeting agenda becomes a powerful tool to keep meetings on track and on time. The application helps you collect, organize and archive critical meeting information. Agenda items appear at the top of each page on your computer, and the time elapsed for each topic discussion is automatically tracked by a timer. Your bottom line is to get done what you need to get done. You can do this within a budgeted amount of time. Once you’re in the meeting, watch the time and the conversation. Discuss only what needs to be discussed, and you’ll be saving you and your co-workers valuable time. If you can successfully do all of this, you’re well on your way to being a meeting scheduling guru! Responsibilities Of the Attendee (Participants): Page 9
  10. 10. Types & Purpose Of MeetingsQuickly review the agenda before heading to the meeting. Its a good idea to remindyourself why youre attending the meeting. Reviewing the agenda helps attendees bebetter prepared for the meeting and, in turn, will help focus the meeting, enable all ofthe agenda items to be covered and allow the meeting to finish on time!Make your way to the meeting ten minutes before it actually begins. This will give youenough time to visit the washroom, pour a cup ofcoffee or deal with any issues that may come up along the way. Plus, youll get the best seatfor the meeting!Consider speaking up if the meeting organizer shows up late. There are several ways to dothis tactfully without insulting anyone. For example, if the organizer consistently arrives tenminutes late to your weekly meetings, ask him if it would be more convenient to start 15minutes later next week.Try to ask only relevant questions during the meeting. If your comment isnt directly relatedto the topic at hand, dont mention it. Getting off track is one of the main reasons thatmeetings go over time. If your group can avoid getting off track, youll all spend less time inmeetings.Leave the meeting when it was scheduled to end. When the organizer extended theinvitation to meet, he stated when the meeting would finish. It was on this condition that youaccepted the meeting and committed your time. If you have work to which you must attend,politely tell the organizer that you have to leave and excuse yourself from the meeting.Be A Good Listener1. Face the speaker.Sit up straight or lean forward slightly to show your attentiveness through bodylanguage.2. Maintain eye contact, to the degree that you all remain comfortable. Page 10
  11. 11. Types & Purpose Of Meetings 3. Minimize external distractions: Turn off the TV. Put down your book or magazine, and ask the speaker and other listeners to do the same. 4. Respond appropriately to show that you understand. Murmur (―uh-huh‖ and ―um-hmm‖) and nod. Raise your eyebrows. Say words such as ―Really,‖ ―Interesting,‖ as well as more direct prompts: ―What did you do then?‖ and ―What did she say?‖ 5. Focus solely on what the speaker is saying. Try not to think about what you are going to say next. The conversation will follow a logical flow after the speaker makes her point. 6. Minimize internal distractions. If your own thoughts keep horning in, simply let them go and continuously re-focus your attention on the speaker, much as you would during meditation. 7. Keep an open mind. Wait until the speaker is finished before deciding that you disagree. Try not to make assumptions about what the speaker is thinking. Types Of Meetings a) Quick business meetings(just to check-in, coordinate, share info, prepare for next steps, anticipate customer or employeeneeds, answer questions for each other, etc.) b) “Stand-up” meetings(no more than 10 minutes to plan the day, make announcements, set expectations, assureunderstanding and alignment, identify upcoming difficulties, etc.) c) Business meetings Page 11
  12. 12. Types & Purpose Of Meetings(with customers, clients, colleagues, etc.; often require presentations.) d) Staff meetings (to clear calendars, coordinate unit activities, share info, etc.) e) Management Team meetings(to solve problems, make decisions, set policy, etc.) f) Topical meeting. A gathering called to discuss one subject, such as a work issue or a task related to a project. g) Presentation. A highly structured meeting where one or more people speak and a moderator leads the proceedings. The purpose is usually to inform. Attendees may have an opportunity to ask questions, but typically their participation is limited. h) Conference. A highly structured, moderated meeting, like a presentation, where various participants contribute following a fixed agenda. i) Emergency meeting. A meeting called to address a crisis, whether internal or external. Such meetings are often arranged with very little notice, but attendance is mandatory. If the emergency meeting conflicts with another appointment, the emergency meeting typically takes precedence. j) Seminar. A structured meeting with an educational purpose. Seminars are usually led by people with expertise in the subject matter. Page 12
  13. 13. Types & Purpose Of Meetings BAJCO GLOBAL MANAGEMENTINTRODUCTION:Bajco Pa, LLC or Bajco Global Management is a private company categorized under Pizzeria,Chain and located in Different States of America & Canada. Current estimates show thiscompany has annual revenue of $800,000. Bajco Global Management has spent 8 years of itsbusiness. Its principal business is in America, & Canada. The Owner Mr. Abdul Malik Bajwa isa Pakistani citizen that is why he established one head office in Lahore Pakistan whereemployees are monitoring the accounting operations. It has more than 50 Pizza Restaurants indifferent states of America & Canada with the name of Papa Johns Pizza.MEETINGS CRITERIA IN BAJCO GLOBAL MANAGEMENT Business delegations from America & Canada visit Pakistan’s Head Office and everyvisit sets one detailed meeting with the employees and manager at different agendas. Companyhas a big and well equipped meeting room in its premises. The room is equipped with thefollowing necessary technology: a) Computers Ideally, company has a networked computer in their meeting room so that meeting participants can access their files directly. b) Projectors Page 13
  14. 14. Types & Purpose Of MeetingsA data/digital Panasonic projector is installed that displays the computer applications. Aprojector is essential for showing presentations, spreadsheets or video clips to large groups ofpeople. Digital projectors are also known as LCD or DLP projectors. c) Copy Boards Company spent huge amount for its meeting room equipments to make their meeting easy and interesting for the participants. Copy boards are installed in front of every participants desk you can take your traditional whiteboard one step further by offering a means of recording your notes. The board is connected to a printer, so any notes on the whiteboard can be printed out and distributed to participants. d) Multimedia Cabinets Bajco Global Management has significant investment in its meeting room. It has spent a lot of amount on multimedia in this room. . A multimedia cabinet comes pre-configured with the necessary wires and cables, so all you have to do is plug it in and it’s ready to go. Commercial cabinets, such as SMART Expression mobile multimedia cabinets from SMART Technologies. There are far too many people traveling around the country speaking to audiences with incomplete, outdated, wrong or misleading information. Reading a couple of books, skimming a dozen journal articles and researching on the Internet to find five quotations by famous people is seldom enough to qualify someone to address an audience. In our fast-paced corporate lifestyles, the time and cost of assembling an audience grows daily. Audiences who feel they havent gained value from a speech will resent our wasting their time. Page 14
  15. 15. Types & Purpose Of MeetingsSo I think that the best preparation for a speech is to write a book. That said, of course, you haveto make a living in the meantime. So until you become the expert in your subject, work onbecoming one. BAJCO GLOBAL MANAGEMENT ANNUAL CONFERENCE 2009A Delegation came last year at company’s annual meeting.Thursday December 18, 200916:00 – 23:00 Transport of guests from Lahore Airport PC Hotel Hotel check-in Late dinner at HotelFriday December 19, 20088:30Pick up at hotels9:00 – 9:15Coffee Committee Reports Archives Erica Moncrief Awards Elaine Brogan Bylaws Cathy Weglarz Page 15
  16. 16. Types & Purpose Of Meetings Consumer Health Mary K. Joyce Finance Elaine Goldman/JoAn Petersen Government Relations Jim Delo/Duressa Pujat Hospitality Vicki Sciuk Information Technology Claudia Allocco/Patty May Interlibrary Loan Pat Regenberg Newsletter Anne Grenda Nominating Committee Doris Eaton Public Relations Erica Moncrief Website Louise YorkeMeeting Strated at 10.00 am:The meeting Agenda was as follows a) Current Company Status b) Personnel Changes c) Projected Expansion d) Advertising Strategies e) Lowering administrative barriers and reducing restrictions on competition in business f)a) Current Company Status 50 pizza stores nationwide expanding to 100 stores over the next four years. Approximately 2000 Employees On Financial Fortunes’ list of top 100 companies three years in a row. At least 15% increase in revenue in a row with a projected 20% increase in next yearb) Personnel Changes Maria Cortez Maria Cortez promoted to Vice President in East LLC. Mark Reynolds Page 16
  17. 17. Types & Purpose Of Meetings Mr.Mark Reynolds promoted to District Manager Ontario. Jean O Reilly Retired after 20 years service. Adams Justin C Promoted of Operations Manager in Bajco North LLC Faisal Bajwa Mr Faisal Bajwa Promoted as next CEO of the companyc) Projected Expansions Three new offices over the next 2 years Tampa Florida Dallas, Texas Phoenix Arizonad) Advertising Strategies Television Commercials It was decided in meeting to advertise through the television commercials. The effect of commercial advertisements upon the viewing public has been so successful and so pervasive that in some countries, the United States in particular, it is considered impossible for a politician to wage a successful election campaign without the purchase of television advertising Newspaper Ad It was decided to give full one page ad in a local newspaper. Radio Spots More than eight out of ten Americans listening to commercials in exchange for free radio is a ―fair deal‖ Radio advertisements or ―spots‖ are available when a business or Page 17
  18. 18. Types & Purpose Of Meetings service provides valuable consideration, usually cash, in exchange for the station airing their spot or mentioning them on air.e) Lowering administrative barriers and reducing restrictions on competition in business Administrative barriers currently present a significant obstacle to the development of company. Businesses incur high costs when complying with administrative requirements. Administrative barriers to the development and conduct of business are usually defined as obstacles caused by government policy or by intentional infringements on the rights and interests of businesspeople by various government agencies and officials. These obstacles are created by the adoption of legal acts or by the actions (or inaction) of officials that somehow improperly restrict or violate the rights of businesspeople. In order to reduce administrative barriers to doing business, the following measures are necessary: Clear delineation of the procedures for licensing, technical regulation, certification, and accreditation; legality (consistency with federal law) of requirements to obtain various permits; Prohibit a government agency and government-owned legal entities from combining enforcement or oversight functions with the provision of services for fees;f) At the end open Discussion, Suggestions and special announcements made. Lunch Program Lunch was catered by PC Hotel Lahore . Entrée choices include roast beef, Virginia ham and young tom turkey. A variety of side dishes and deserts is also available. There is no charge; everyone was invited to participate. Bon appétit Page 18
  19. 19. Types & Purpose Of Meetings DATA COLLECTION METHODS INTERVIEWEven though Bajco Global Management has a lot of information on its websites and a lot ofinformation is gathered by other areas to make this report possible, still it is very essential toconduct an interview with an employee of Bajco Global Management so that a clear insight inthe company is established. For this I did an interview of the Financial Manager of Bajco GlobalMr. Muhammad Mahmood who helped in different parts of the project. In the interview, I askedhim a couple of questions which were thought to be the main issues that were hindering my path.Catering to different consumer needs throughout the world. Due to this powerful range, BajcoGlobal is able to meet nearly every consumer expectation at any time of the day, any place in theworld. Bajco Global Management BrochuresBajco Global brochures helped a lot in gathering information about its management. Bajco Global Management Financial ReportsBajco Global financial report helped very much, in gathering information about its demand andsupply. Bajco Global Management Computer Data Base Computer data base about Bajco Global was very useful. Page 19
  20. 20. Types & Purpose Of Meetings SWOT analysis of Bajco Global Management / Papa John’s PizzaStrengths Bajco Global Management is dealing with good policies of Meeting in a company Employees are given best training to prepare themselves for proper meeting agenda • Part of the largest restaurant chain in the America Naming Papa John’s Pizza • Over 150 franchises around the USA • Brand leader in the USA • Innovative range of pizzas under one roof • Famous television advertising • Food attracts people of various ranges from young to old. • Sound financial situation and international turnover. • Bajco Global sits on top of global full-service restaurant treeWeaknesses Bajco Global Management is spending much more money to furnish its meeting room and meeting technology.Threat Only threat to the company is loss of money, training due to any reason that causes meeting failureOpportunities • Bajco Global Management is receiving offers from big companies to train their employees and develop interpersonal skills in their employees. Page 20
  21. 21. Types & Purpose Of Meetings CONCLUSIONBajco Global Management is dealing with the best meetings tools. Company is using propermeeting tips. Bajco Global is providing training to its employees about how to deal with thedelegations and how to present in front of them, how to prepare agenda of meeting and tellswhen there is a need for meeting in company. Page 21
  22. 22. Types & Purpose Of Meetings RECOMMENDATIONSBajco Global Should not focus only to create best meetings but also company should save moneyinstead of consuming much more money in furnishing the meeting room. The saved money canbe invested in establishing a new Pizza store in America. Page 22
  23. 23. Types & Purpose Of Meetings REFERENCESInterpersonal Skills At WorkBy John Hayes, Edition 2ndMeetings Do’s Don’ts’ & DONUTSBy Sharon M. Lippincot, Edition 2ndwww.wkipedia.comwww.ehow.com Page 23