MEETINGSMEETINGS

MEETINGSMEETINGS

A meeting is a gathering of two or more A meeting is a gathering of two or more people where purposive discourse occurs. people where purposive discourse occurs.

Informal or casual meetings also make up Informal or casual meetings also make up groups. Such meetings build rapport groups. Such meetings build rapport between people.between people.

Formal groups, also called, task oriented Formal groups, also called, task oriented groups, often search for answers to groups, often search for answers to problems, look for a course of action, problems, look for a course of action, make recommendations to a higher make recommendations to a higher authority.authority.

Formation of groups:Formation of groups:

FORMING: here the group tries to get FORMING: here the group tries to get started. It is the orientation phase for started. It is the orientation phase for group members. group members.

STORMING: members begin to stake STORMING: members begin to stake out their positions; they begin to have out their positions; they begin to have conflicts and arguments.conflicts and arguments.

NORMING: progress begins here. NORMING: progress begins here. Members work to solve conflicts. Members work to solve conflicts.

PERFORMING: here the group begins to PERFORMING: here the group begins to achieve its goals.achieve its goals.

Group follows certain Group follows certain phases in problem phases in problem solving:solving: ORIENTATION: discussion is free ORIENTATION: discussion is free

flowing, people orally wander flowing, people orally wander about, each trying to focus on about, each trying to focus on asking questions. Members try to asking questions. Members try to inform and ask questions.inform and ask questions.

CONFLICT: members begin to offer CONFLICT: members begin to offer opinions. Initial conflicts occur. opinions. Initial conflicts occur. There may be resistance also. There may be resistance also.

EMERGENCE: open exchange EMERGENCE: open exchange continues. Members begin to search continues. Members begin to search for solving the problem. Compromises for solving the problem. Compromises and decrease in conflict occurs.and decrease in conflict occurs.

SOLUTIONS: a positive attitude is SOLUTIONS: a positive attitude is there. Options with criteria's have there. Options with criteria's have been discussed. Now is the time to been discussed. Now is the time to complete the task and agree upon the complete the task and agree upon the solution.solution.

PURPOSES OF PURPOSES OF MEETINGS:MEETINGS: To present informationTo present information To help solve problems.To help solve problems.

Types of meetings:Types of meetings:

Informational meetingsInformational meetings Suggested solution meetingsSuggested solution meetings Problem solving meetingsProblem solving meetings

Methods of solving Methods of solving problems in meetings: problems in meetings: BACKGROUND ANALYSIS:BACKGROUND ANALYSIS: State the problem or question in State the problem or question in

an affirmative tone.an affirmative tone. Define and limit the problemDefine and limit the problem Collect facts on the history of the Collect facts on the history of the

problemproblem

SOLUTION DISCOVERY:SOLUTION DISCOVERY: Establish criteriaEstablish criteria List possible solutionsList possible solutions Solution evaluationSolution evaluation Choice of actionChoice of action

Planning steps before Planning steps before the meeting:the meeting: Review the problem and determine Review the problem and determine

the precise purpose.the precise purpose. Decide who should participate.Decide who should participate. Arrange for meeting date, time, Arrange for meeting date, time,

placeplace Create an agendaCreate an agenda Distribute the announcement of the Distribute the announcement of the

meetingmeeting Check on physical arrangements. Check on physical arrangements.

Procedures during the Procedures during the meeting:meeting: Begin with the opening statement.Begin with the opening statement. Stimulate discussionStimulate discussion Understand the roles of participantsUnderstand the roles of participants Interpret data for solution evaluationInterpret data for solution evaluation State the major conclusions and plan State the major conclusions and plan

of action of action

Effective participant Effective participant roles in meetings:roles in meetings: ORGANIZERORGANIZER CLARIFIERCLARIFIER QUESTIONERQUESTIONER FACTUAL CONTRIBUTORFACTUAL CONTRIBUTOR ENERGIZERENERGIZER IDEA CREATORIDEA CREATOR CRITICAL TESTERCRITICAL TESTER CONCILIATORCONCILIATOR HELPER OF OTHERSHELPER OF OTHERS

AGENDAAGENDA

An agenda is a list of topics or the An agenda is a list of topics or the roadmap of what will be covered in the roadmap of what will be covered in the meeting. meeting.

That information can be sent in advance That information can be sent in advance (desirable) or distributed at the meeting.(desirable) or distributed at the meeting.

A well organized and constructed A well organized and constructed agenda forms the basis for a good agenda forms the basis for a good meeting, and this in turn makes it easier meeting, and this in turn makes it easier to write the meetings.to write the meetings.

Essentials of Agenda:Essentials of Agenda:

It forms a part of the notice arranging It forms a part of the notice arranging the meeting.the meeting.

It is fixed beforehand & is meant for It is fixed beforehand & is meant for relevant discussions in the meeting.relevant discussions in the meeting.

It lists all items/matters for discussion It lists all items/matters for discussion & may also be accompanied by & may also be accompanied by necessary papers, notes, data, etc.necessary papers, notes, data, etc.

It usually contains name of the It usually contains name of the organization, venue, date & time and organization, venue, date & time and nature of meeting.nature of meeting.

Agendum:Agendum:

Every individual item on the agenda Every individual item on the agenda is termed as agendum. Each is termed as agendum. Each agendum should:agendum should:

1.1. Have a clear & concise heading.Have a clear & concise heading.2.2. State the issue and its sourceState the issue and its source3.3. Provide essential background Provide essential background

information & related issues.information & related issues.4.4. Provide essential supporting Provide essential supporting

documentation.documentation.

Meeting Procedures: Meeting Procedures: DocumentationDocumentation By meeting procedures is meant By meeting procedures is meant

the procedures adopted to the procedures adopted to facilitate and record the facilitate and record the proceedings of a meeting. proceedings of a meeting.

Notice of a meetingNotice of a meeting Minutes of a meetingMinutes of a meeting Resolutions passed in a meetingResolutions passed in a meeting

Notice of a meeting:Notice of a meeting:

After deciding the Agenda of the After deciding the Agenda of the meeting, the procedure to conduct the meeting, the procedure to conduct the meeting starts from giving notice of meeting starts from giving notice of meetings to all the persons who are meetings to all the persons who are supposed to participate in the meeting. supposed to participate in the meeting.

This notice informs the members the This notice informs the members the date, time and place of the meeting & date, time and place of the meeting & the issues to be discussed in the the issues to be discussed in the meeting.meeting.

Minutes of a meeting:Minutes of a meeting:

During the course of meeting, the items During the course of meeting, the items or topics listed in the Agenda are or topics listed in the Agenda are discussed serially one by one. discussed serially one by one.

All the participants express their All the participants express their views/opinions and discuss each item of views/opinions and discuss each item of the Agenda.the Agenda.

They arrive at some conclusions or They arrive at some conclusions or decisions, which are always kept on decisions, which are always kept on official record. They are the minutes of official record. They are the minutes of meeting.meeting.

Thus, minutes are the formal records Thus, minutes are the formal records of proceedings of a meeting.of proceedings of a meeting.

In other words, these are the brief of In other words, these are the brief of discussions held and decisions taken discussions held and decisions taken at the meeting.at the meeting.

Purpose: 1. to serve as the formal Purpose: 1. to serve as the formal record of discussion.record of discussion.

2. To serve as a background for future 2. To serve as a background for future discussions. discussions.

MINUTES must MINUTES must contain:contain: Date, place and time of meeting.Date, place and time of meeting. List of names of those who attended List of names of those who attended

the meetingthe meeting List of members who did not attend.List of members who did not attend. Essential, relevant background to the Essential, relevant background to the

topic under discussion.topic under discussion. A summary of the discussionA summary of the discussion A clear record of the decision reached/ A clear record of the decision reached/

resolution.resolution.

Effective writing:Effective writing:

BrevityBrevity ClarityClarity Self containmentSelf containment DecisivenessDecisiveness Immediate recordingImmediate recording

Resolutions passed in Resolutions passed in a meeting:a meeting: When decisions are taken in formal When decisions are taken in formal

meetings, they are considered meetings, they are considered RESOLUTIONS – meaning thereby- that RESOLUTIONS – meaning thereby- that the members of the meeting have the members of the meeting have resolved the matter by deciding the resolved the matter by deciding the given course of action. given course of action.

When these decisions are mentioned When these decisions are mentioned in the minutes, they are presented in in the minutes, they are presented in the form of resolutions. the form of resolutions.

Decisions- which are within the Decisions- which are within the power of committee, are power of committee, are documented:documented:

‘‘It was resolved that…..’It was resolved that…..’ Recommendations- which need to Recommendations- which need to

be referred for approval, are be referred for approval, are documented:documented:

‘‘It was resolved to recommend…..’ It was resolved to recommend…..’

Problem Participants:Problem Participants:

The Quiet, non participating The Quiet, non participating membermember

The Know- it- allThe Know- it- all The Long- Winded speakerThe Long- Winded speaker The Erroneous memberThe Erroneous member The member who shows personal The member who shows personal

animosityanimosity

Leadership Leadership Responsibilities in Responsibilities in meetings:meetings: AuthoritarianAuthoritarian LeaderlessLeaderless Democratic, participative Democratic, participative