Topic 4 - Meeting

8/4/2019 Topic 4 - Meeting

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BUSINESS COMMUNICATION

MGT269

MEETING

PURPOSE

REQUISITES OF

VALID MEETING

TYPES

DOCUMENTS

REQUIRED

PROCEDURES

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Definition:

Meeting is an act or process of coming

together;

an assembly for a common purpose

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Preparing for Meetings

Decide on the purpose.

Select participants.

Choose an appropriate location.

Set and follow an agenda.

MAKE

DECISIONS

SOLVEPROBLEM

PROVIDEINFORMATION

OBTAIN

INFORMATION

AIR

GRIEVANCEDEVELOP

COOPERATION

PURPOSE OF MEETING

ADVANTAGES OF MEETING :-

BRING TOGETHER MORE INFORMATION

MAKE INFORMATION AVAILABLE TO EVERYONE

DEVELOP IDEAS AND FIND SOLUTION

IMPROVED COMMUNICATION

KNOW THE ATTITUDES OF EMPLOYEESCREATE INVOLVEMENT AND INTEREST

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Conducting and Participating

in Meetings

Keep the meeting on track

Follow parliamentary procedure

Encourage participation

Close and follow up

TYPES OF

MEETINGINFORMAL MEETING

FORMAL MEETING

Letter of notification

At least a week before the meetings date

Accompanied by an agenda

Discussion are recorded/minuted

Called at short notice by notes or WOM

Discuss emergency matters or problems No strict agendas or a record of minutes but considered

a good practice for participation and valuable contribution

(1) The Inaugural General Meeting

(2) The Annual General Meeting

(3) The Extraordinary General Meeting(4) The Committee Meeting

(5) The Subcommittee Meeting


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a. The Inaugural General Meeting

To decide the formation of a new society/ club/

organization

Once decided, it should be formed

The societys constitution are formulated

Constitution is the society framework

Objectives should be defined clearly

Societys name, purpose, and number of executives

must be stated

and standing orders are also formulated

Rules governing the procedure of the meetings

Rules dealing with the members

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b. The Annual General Meeting

Held once a year

To elect the officials of the committee

To receive reports

Give members an opportunity to speak

c. The Committee Meeting

Held to discuss day-to day affair

d. The Subcommittee Meeting

Held by members of general committee

To perform task that does not require the attention of othercommittee members

Can be conducted informally

e. The Extraordinary General Meeting

Called to discuss urgent matters which cannot wait until the

next AGM

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1. Management Meetings

Attended by a group of managers from differentdepartment e.g. HRM, Finance, R&D, Production, QualityAssurance managers

Discuss on specific matters, report on progress andreceived progress report

Discuss on the launching campaign for a new product.

2. Departmental Meetings

Attended by head of certain sections in a department e.g.in Quality Assurance Department head of documentcontrol section, quality control section, engineeringsection etc.

Discuss on specific matters, information can be passed onand report received.

REQUISITES OF VALID MEETING

PROPERLY CONVENED

Requirements;-1) Not ice sent

2) Notice given a least a few days before

3) Notice free from confuse or mistake

4) Notice must have all important details

5) Secretary must issue the notice

PROPERLY CONSTITUTEDRequirements;-

1) Chairmans appointment valid

2) Have quorum to start meeting

3) Have quorum during meeting

PROPERLY CONDUCTED

Requirements;-

1) Held according with regulations

governing the meeting


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DOCUMENTS OF MEETING

NOTICE

AGENDA

MINUTES

- Summon or call person for meeting- Purpose :- inform about the meeting

- List of items/programs

in the meeting

- Purpose:- give meeting

direction and point to discuss

- Official written account of meeting

- Write by secretary

-Must accurate, correct and free from ambiguity

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1. Notice

To inform, remind members of the date, time and place ofthe next meeting.

Remember to include;

The name of the society or group/company

The heading Notice of Meeting

The day, date, and time

The place

The signature, name and designation of the personissuing the notice (usually the secretary)

The date notice is issued.

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NOTICENOTICE

HRM DEPARTMENTHRM DEPARTMENT

A Meeting Of Staff Training Unit Will Be Held On

Day: Wednesday

Date: 27 August 2008

Time: 2.30 pmPlace: Committee Meeting Rooms

A copy of the Agenda is attached

*Attendance are compulsory. Please contact me if you cannot

attend.

ErliErli Ella

Secretary20 August 2008

26 Jalan Sura, 23000 Dungun(09) 848-7474 Fax: (09) 848-7475 www.arrow.com

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2. Agenda

A list of items to dealt with at a meeting

Arranged in list form and numbered, in order whichtopics are to be dealt with in order of importance

Known also as a program for a meeting

The chairman decides what items should beincluded

The secretary prepares copies of it

The secretary sends a copy to each member usuallyabout a week before the meeting

This enable members to think about the businessthat will be discussed at the meeting


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AGENDAAGENDA


1. Chairmans open the meeting

2. Apologies for absence

3. Minutes of Meeting held on previous meeting

4. Matters arising from the minutes: Raffles prizes Complaints about air-conditioning Technicians overtime

5. Correspondence

6. Report on computer training session

7. Recruitment of Assistant Training Manager (report attached)

8. Any other business

9. Date, time, and place of next meeting.

AAG/ee

20 Aug 2008

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3. Minutes

An official written record of a meeting

Provide a grounds for taking action and record a historyof transaction for future reference.

Should have following items:-

- Title identifying the meeting, Time, venue

- Name of members present and absent

- Chairman address

- Minutes and matters arise of previous meeting

- Any correspondence or report

- Date and time next meeting

- Closing

- Signature of chairman and person who record the minutes

NO DISCUSSIONS DUE DATE ACTION BY

1.

2.

3.

Chairmans open the meeting

Convey his thanks to all present

Apologies For Absence

No apologies were received

Minutes of Last Meeting

The chairman asked the members to

correct an error on item 3.1 where

the figure RM 1200 should read RM

12,000. After the correction minutes

were approved and signed by

chairman as a correct record.

Immediate Secretary

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Minutes of the Staff Training Unit MeetingDate: 27 August 2 008

Time: 2.30 pm

Place: Committee Meetings Room

Present:

1. En. Nubair i Far is (Cha irman) 5 . En. Bad ri Ayie

2. Pn. Erli Ella (Secretary) 6. Pn. Nurdiyana A.R

3. Pn. Shayu Zak 7. En Abdillah Jamal



4. Matters Arising

i. Raffles PrizesHas been distributed to all the

winners on 4 Aug 2007

ii. Complaints about the Air-

Conditioning

It has been repaired and the

training room is much more

comfortable & conducive for

training. Done on 24 Aug 2007

iii. Technicians overtime

It was resolved that technician on duty

after office hour be given

overtime following the rate

outlined by the HRM

department.

Immediate

En. Khairul Amri

En. Ikwan

Karib

En. Ikhwan Karib

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5.

5.

9.

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Correspondence

1. A letter from Cik Hafiza Mamatwas

readcongratulating the organizer

for job well done & she had

acquired a number of new

computer skill that she couldnt find

anywhere else.

2. Secretary to reply the letter of

thanks.

Report on Computer Training Session

Etc.etc

Date, time of next meeting

Saturday, 26 Septem ber 2008, 9.00am at

the Committee Room.

There being no further business, the

meeting closed at 4.00pm

..

CHAIRMAN

20 August 2008

By next meeting

XXXXXXX

Pn. Nur RA

Pn. Nasreeja

Pn. Nur RA

All

SECRETARY

20 August 2008


Chairman calls the meeting to order and make the opening

Attendance checked

Minutes from previous meeting are read

Matters arise from previous meeting considered

Any correspondence is presented

Reports are presented

The business for which the meeting is called will be deal with

Any other business matters

The tentative date, place and time for next meeting will be fix

Closing by chairman and thank the members

COMMITTEE MEETING

Chairman calls the meeting to order and make the opening Attendance checked

Minutes from previous meeting are read

Chairman give general view of the organizations past year activities

Secretary and Treasurer present their report

Discussion

Election of new officers and Executive Committee

Special business will be discussed

Any other business will be discussed

Closing by chairman and thank the members

ANNUAL MEETING

TYPES OF

COMMITTEE

The Executive

Committee

The Executive

Committee

The Joint

Committee

The Joint

Committee

The Ad-hocCommitteeThe Ad-hocCommittee

The SubcommitteeThe Subcommittee

The StandingCommittee

The StandingCommittee


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A Committee is a specified number of people towhom the members commit the management ofthe society. There are five types of committee

1. The Executive Committee

Elected at AGM

Leading committee in any organization

To administer and be responsible to

the society.

Very wide executive power

Consist of chairman, vice chairman, secretary,treasurer and others

Ex-officio may also attend.

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2. The Standing Committee

Appointed by the Executive committee to deal withthe separate section of the work such as finance,education, welfare and public relations

They are permanent committee whose members areappointed on one year basis, by the parent body

The chairman of the standing committee is a memberof the executive body and can make a report in thecourse of attending the meeting

3. The Sub-Committee

Appointed by any committee for decentralization

Small, specialized and purely advisory

Automatically ceases when appointing committeegoes out of office

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4. The Ad-hoc Committee

Appointed by any committee A temporary committee,

appointed for a purpose

Advisory function

Exist until the work appointed is finished

Sometime expert are appointed

5. The Joint Committee

Set up by two or more societies to deal with similar

problem

Appointment made by executive committees

Function to coordinate the work of various

organizations

Documents

Topic 4 - Meeting