EFFECTIVE COMMUNICATIONEFFECTIVE COMMUNICATION[UWB 10202]

MeetingMeeting

Mdm Siti Aisyah binti Akiah

IntroductionIntroduction

An essential form of communicationProperly planned and conducted, meetings are forum where information is shared, problems are solved and decisions are made in a democratic wayIn a successful meeting, the members participate activelyAt the end of a meeting, the morale of the members is improved

DefinitionDefinition

Any kind of purposeful coming together of people to carry out the business of the company such as communications, planning, setting policy, making decisions or motivating the work force

We meet because people holding different jobs have to cooperate to get a specific task done

“…the knowledge and experience needed in a specific situation are not available in one head, but have to be pieced together out of the knowledge and experience of several people.” (Drucker, P.)

TypesTypes

The person calling a meeting should have a clear purpose and one/two objectives

The purpose of the meeting would normally be:

- to disseminate information - to announce about plans and programmes - to introduce new members of the staff

PurposePurpose

ObjectivesObjectives

Obtaining consensus and enthusiastic support of the members

Integrating new members into the organization

Fostering group spirit (esprit de corps) among the members

Appraising members by the management

Motivating members to achieve certain ends / objectives of the organization

ComponentsComponents

The convener/chairperson discusses with the secretary before the latter sends out the notice of meeting

Minutes of the previous meeting should be included with the notice, if the minutes have not been dispatched earlier

The notice of meeting should contain the agenda of the meeting

Convening a MeetingConvening a Meeting

Convening a Meeting (Con’t)Convening a Meeting (Con’t)

Participants should be invited to attend a meeting if:

- they have direct responsibility or authority over the topic of discussion - they have the relevant information required - they have the responsibility to resolve the problem at hand or to implement the group’s discussions

Conducting MeetingsConducting Meetings

Autocratic / Dictatorial

The leader or chairperson regards himself as more knowledgeable than others, dominating meeting with mostly one-way communication, from himself

Democratic

The leader regards everyone as having a role to play and valuable contributions to make in achieving the objective of the meeting, encourages individual participation and seeks feedback

Types of Leaders in a MeetingTypes of Leaders in a Meeting

Types of Leaders in a Meeting Types of Leaders in a Meeting (Con’t)(Con’t)

Laissez faire

The leader allows free discussion without control and direction to give the impression that he is ‘democratic’ and fair to all

The ‘Invisible’ Leader

The leader provides an agenda, makes friends with the group early in the meeting, keeping opening remarks short, encourages participation, listens attentively, watches the time, clarifies, solicits feedback, channels conflict and follows up

Role of the ParticipantsRole of the Participants

Prepares his report well if he is required to present one, using visual aids (if appropriate)

Goes straight to the point of whatever he has to say

Listens actively and attentively and gives feedback when required

Accepts tasks assigned

Helps the chairperson to accomplish the objectives of the meeting

To make a meeting effective and to achieve the objectives of the meeting, there should be follow up:

a) Sum up the accomplishments of the meeting - summarize what has been accomplished in the meeting and what remains to be done - it is for the information of superiors and also the subordinates to be informed of decisions

Follow Up on MeetingsFollow Up on Meetings

Follow Up on Meetings (Con’t)Follow Up on Meetings (Con’t)

b) Review and distribute the minutes - review to check any errors and omissions - secretary sends them out ideally within a week

c) Give feedback to meeting participants - compliment presenters who did a good job - show interest in points raised - follow up on questions asked

Notice of MeetingNotice of Meeting

The notice of meeting should reach the members at least a few days ahead to get the members prepared

The notice should contain the following info: a) Date, time and venue of meeting b) Purpose of meeting c) Meeting agenda d) Attach minutes of the previous meeting

To avoid over-stretching the meeting, it is advisable to state the duration or time limit for each item on the agenda

Specify on the agenda, members or persons who will speak or present reports and state the time allocated

Notice of Meeting (Con’t)Notice of Meeting (Con’t)

AgendaAgenda

The meeting agenda should be arranged as follows:

(i) The chairman’s opening address (ii) Confirmation of minutes of the previous meeting (iii) Matters arising (iv) Agenda (v) Other matters (vi) Closing

Minutes of MeetingMinutes of Meeting

The minutes should record: - important matters discussed in the meeting - decisions made - follow-up actions required

A draft of the minutes should be forwarded to the chairman for approval not later than 3 days after the meeting

The approved minutes should be distributed to all members not later than a week after the meeting

The format should follow the agenda

Names of members present at the meeting should be arranged according to their seniority

Minutes of meeting should be concise, precise and clear

Every item discussed and recorded should be followed by notes indicating any further action required or for information only

Minutes of Meeting (Con’t)Minutes of Meeting (Con’t)

AssessmentAssessment

Form a team of five (5) or six (6) and establish a training centre for continuing professional

development.In your respective group conduct frequent meetings to come up with numerous

(at least five) professional development activities for fellow friends and colleagues from various field of study in the campus. Use appropriate

negotiation skills in your meetings. At the end of the meeting, each team needs to produce

meeting notices and minutes for each meeting