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Meetings

Meetings. Print Communications . What is a Meeting?. In a meeting, two or more people come together to discuss one or more topics, often in a formal setting. Common Types of Meetings. Status Meetings generally leader-led, which are about reporting by one-way communication Work Meeting

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Meetings

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  1. Meetings Print Communications

  2. What is a Meeting? • In a meeting, two or more people come together to discuss one or more topics, often in a formal setting.

  3. Common Types of Meetings • Status Meetings • generally leader-led, which are about reporting by one-way communication • Work Meeting • which produces a product or intangible result such as a decision • Staff Meeting • typically a meeting between a manager and those that report to the manager • Team Meeting • a meeting among colleagues working on various aspects of a team project • Ad-hoc Meeting • a meeting called for a special purpose

  4. Common Types of Meetings (cont’d) • Management Meeting • a meeting among managers • Board Meeting • a meeting of the Board of Directors of an organization • One-on-one Meeting • between two individuals

  5. Meeting Frequency Options • Since a meeting can be held once or often, the meeting organizer has to determine the repetition and frequency of occurrence of the meeting.

  6. Meeting Frequency Options • A one-time meetingis the most common meeting type and covers events that are self-contained. • A recurring meetingis a meeting that recurs periodically, such as an every Monday staff meeting from 9:00AM to 9:30 AM. • A series meetingis like a recurring meeting, but the details differ from meeting to meeting. One example of a series meeting is a monthly "lunch and learn" event at a company, church, club or organization. The placeholder is the same, but the agenda and topics to be covered vary.

  7. How to Plan a Meeting • The basic principles in planning an effective meeting are: • Preparation • Facilitation • Inspiration • Results

  8. Preparation • Preparation • Make sure your meeting has a clear, stated purpose, and an agenda. • Participants are invited in professional way and given sufficient prior information. • Pay attention to details including: room bookings, catering, a/v equipment, reminders.

  9. Facilitation • A person or a team is responsible for guiding the meeting • A plan for the meeting is reflected in the agenda • The facilitator (or chair) keeps things on time and on track.

  10. Inspiration • Inspiration is probably the most overlooked aspect of everyday meetings. • Build in activities that engage participants • Use strategies to generate discussion • Use visual aids to grab attention.

  11. Results • Results means that every meeting should be directed toward one or more outcomes. • Participants must feel that something has been accomplished • Achievements at one meeting should be recapped in the next, and so on.

  12. Creating a Meeting Agenda • The meeting agenda is a roadmap for the meeting. It lets participants know where they're headed so they don't get off track. Most importantly, the meeting agenda gives a sense of purpose and direction to the meeting.

  13. Meeting Agendas • All agendas should list the following: • Meeting start time • Meeting end time • Meeting location • Topic headings • Include some topic detail for each heading • Indicate the time each topic is expected to last • Indicate which meeting participants are expected to be the main topic participants

  14. Sample Meeting Agenda

  15. Meeting Minutes • Definition • Are the instant written record of a meeting. • Describe the events of the meeting, starting with a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues. • These days, many of us find ourselves in the position of taking minutes without a clue of how to go about it.

  16. Meeting Minutes – How to • The following is a guide for making this task easier: • Ensure that all of the essential elements are noted, such as type of meeting, name of the organization, date and time, name of the facilitator, main topics. • Prepare an outline based on the agenda ahead of time, and leave plenty of white space for notes. By having the topics already written down, you can jump right on to a new topic without pause. • Don't wait too long to type up the minutes, especially while your memory is fresh.

  17. Meeting Minutes – How to (cont’d) • Don't make the mistake of recording every single comment. Concentrate on getting the gist of the discussion and taking enough notes to summarize it later. Think in terms of issues discussed, major points raised and decisions taken. • Use whatever recording method is comfortable for you, a notepad, a laptop computer, a tape recorder, a steno pad, or shorthand. It might be a good idea to make sound recordings of important meetings as a backup to your notes • Don't be intimidated by the prospect of taking minutes. Concise and coherent minutes are the mark of a professional. The very process of recording minutes can give you a deeper understanding of the issues faced by your organization along with ability to focus on what's important.

  18. Sample Form for Taking Minutes

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