TOPIC 2: MEETING SKILLS

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TOPIC 2 MEETING SKILLS

• UHL 3112
• CMLHS
• KUKTEM

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Topic 2 Meeting Skills

• Week 9-12

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Evaluation

• Assessment 3a Meeting Documents 20 Week 12
• Assessment 3b Meeting Presentation 10 Week 12

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DEFINITION?

• A meeting is a gathering in which a purposeful
  exchange or transaction occurs among three or
  more people with a common interest, topic, or
  problem.
• Any two or more people gathering in a place to
  exchange ideas by discussing and agreeing among
  themselves to resolve common issues where they
  have specific influence or interest.

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WHEN SHOULD YOU CALL A MEETING?

• When you cannot accomplish your communication
  objectives or goals in any other way. In other
  words, a meeting is the communication tool of
  last resort, after you have considered and
  discarded other forms of information exchange.

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DON'T CALL MEETINGS WHEN

• A phone call or a memo would do.
• A key person is not available.
• Participants don't have time to prepare.
• Personality conflicts or the plans of higher
  management might make the meeting a waste of
  time.
• It costs too much.

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TYPES OF MEETINGS

• Formal
• Annual General Meeting
• ?Extraordinary General Meeting
• ?Board meetings
• ?Shareholders meetings
• ?Employer/trade union or staff association
• ?Branch meeting
• ?Departmental meeting

• Informal
• Team briefing
• ?Problem solving
• ?Project groups
• ?Working parties

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BUSINESS MEETINGS

• Informational Meetings
• Problem-Solving Meetings
• Decision-Making or Suggested-Solution Meetings
• Ritual activity
• Virtual Meetings

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PURPOSE OF HAVING MEETINGS

• ?Resolving a problem
• ?Taking non-executive action
• Taking executive action
• ?Formulating policy
• ?Preparing a plan or recommendation
• To formulate proposals
• ?Negotiating a contract or agreement

• To give information
• To obtain information or ideas
• Progressing or -co-ordinating activities
• Airing feelings or grievances
• Reaching a decision

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EFFECTIVE MEETINGS

• Meetings will only be effective when
• there has been proper preparation
• the aim of the meeting is clear and understood by
  everyone
• the possible existence of barriers has been
  recognized and plans made to overcome them
• content is relevant
• communication takes place in an ordered manner
• ?the meeting is monitored to ensure the aim is
  being/has been achieved
• those involved possess and use the necessary
  skills
• meeting documents (notice, agenda, minutes) are
  well delivered.

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CONDUCTING EFFECTIVE MEETINGS

• Start The Meeting
• Conduct The Meeting
• Keep The Meeting Focused And Moving
• Closing
• Follow Up (Action Items)
• Ex Find the notes for each point needed to
  conduct effective meetings.

• Prepare For The Meeting
• Identify the place of the meeting.
• Prepare To Attend a Meeting (for participants)
• Set Up The Meeting Place
• Assign A Note Taker (minutes)

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LANGUAGE EXPRESSION FOR A CHAIRPERSON

• To greet and start a meeting
• To thank
• To appreciate
• To discuss and confirm minutes of the previous
  meeting
• To second the proposal
• To discuss the items on the agenda
• To mediate
• To seek opinions
• To interrupt

• To direct the flow from one item on the agenda to
  the next
• To call for a vote
• To raise matters under any other business
• To ask (for volunteers)
• To inform the date, time and venue of the next
  meeting (optional)
• To close
• (refer to e-notes for samples and exercises)

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LANGUAGE EXPRESSION FOR PARTICIPANTS

• To accept the minutes
• To second the acceptance of the minutes
• To give opinion (strong)
• To give opinion (neutral)
• To give opinion (tentative)
• To suggest
• To clarify

• To interrupt
• To agree fully
• To agree partially
• To agree
• To agree partially
• To disagree
• To volunteer
• (refer to e-notes for samples and exercises)

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NOTICE OF MEETING

• Before a meeting is held, notice must be given to
  those entitled to attend.
• The notice must show the title of the meeting,
  the date, time and place.
• (refer to e-notes for sample)

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AGENDA

• Typically an agenda follows this format
• 1. Apologies for absence the chairperson first
  declares the meeting open the time is recorded
  by the secretary and then announces the
  'apologies' of any member unable to attend. The
  secretary will have been informed in advance by
  the individual members.
• 2. Minutes of the last meeting to be read and
  approved the chairperson asks members, who will
  have received the copy of the minutes beforehand,
  whether they represent a true record of the
  events of the last meeting.
• 3. Matters arising if a particular item has been
  pursued since the last meeting, there may be
  something to report. Often this sort of matter
  may be deferred until later in the meeting.?

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AGENDA

• Typically an agenda follows this format
• 4. Special business to be discussed.
• 5. Any other business this allows items to be
  introduced which members may feel have not been
  given enough attention, or have been overlooked.
  If the topic turns out to be important, it may
  well appear in its own right on the agenda for
  the next meeting.
• 6. Date of next meeting it is the chairperson's
  duty, in consultation with the other members, to
  decide upon the date of the next meeting.
• (refer to e-notes for sample)

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MINUTES OF MEETING

• Types of Minutes
• Verbatim minutes are used primarily in court
  reporting, where everything needs to be recorder
  word for word.
• Minutes of conclusion record only main
  conclusions that are reached, not a note of the
  discussions that took place. These are usually
  used for minutes of AGMs and other statutory
  meetings. It is important to note the exact
  wording for any resolutions that are passed.
• Minutes of resolution are concise summary of
  all the discussion that took place, reports
  received, decisions made and action to be taken.
• (Students will only concentrate on this type)
• Ex Find more info on types of minutes

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SAMPLE NOTICE AGENDA

• FUTURE TECHNOLOGY PARK, SDN.BHD.
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• To All Operations Engineers
• From Nadia Osman, Administration Manager
• Date 4th December 2004
• Subject OPERATIONS MEETING
• The next monthly Operations Meeting will be held
  in the Conference Room
• at 10am on Monday 20th December 2004.
• Agenda
• 1. Apologies for absence
• 2. Minutes of last meeting
• 3. Matters arising
• 4. New branches (Hadi Hasnul)
• 5. European Telecommunications Conference (Mohd
  Azeri Yunus)
• 6. Events for 5th Anniversary Celebrations
  (Anis Ashikin)
• 7. New budget for 5th Anniversary Celebrations
  (Kamala Devi)
• 8. Any other business

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SAMPLE MINUTES

• FUTURE TECHNOLOGY PARK, SDN.BHD.
• OPERATIONS MEETING
• MINUTES OF A MEETING OF THE OPERATIONS MEETING
  HELD IN THE
• CONFERENCE ROOM AT 1000 AM ON MONDAY 20th
  DECEMBER 2004.
• PRESENT Nadia Osman (Chairperson)
• Anis Ashikin Tan Bee Hoon (Secretary)
• Abd Mohsein Manaf
• Hadi Hasnul
• Kamala Devi
• Zulazan Hassan
• Mohd Azeri Yunus
• 1. APOLOGIES FOR ABSENCE
  
  ACTION
• Apologies were received from Agnes Leong
  who was attending a workshop
• in Sibu, Sarawak.
• 2. MINUTES OF LAST MEETING
• The minutes had already been circulated and
  the Chairperson signed

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• 3. MATTERS ARISING
• 3.1 Tan Bee Hoon presented the new brochure
  and no amendments were made.
• 3.2 Zulazan continued with the report on
  Annual Dinner ................................
• 3.3 Abd Mohsein presented the new lab
  equipment manual and explained.....
• 4. NEW BRANCHES
• Hadi showed us the map of the new branches
  ...............
• 5. EUROPEAN TELECOMMUNICATIONS CONFERENCE
• Mohd Azeri attended the European
  Telecommunications Conference on.............
• 6. 5TH ANNIVERSARY CELEBRATIONS
• Anis brought forward the list of events for
  5th Anniversary Celebrations............
• 7. NEW BUDGET FOR 5TH ANNIVERSARY CELEBRATIONS
• The new budget for 5th Anniversary
  Celebrations was presented by Kamala
  Devi..........
• 8. ANY OTHER BUSINESS
• There was no other business.
• 9. DATE OF NEXT MEETING
• It was agreed that the next meeting would
  be held on 15th Jan 2004, 9.00am.
•  
• ..................................................
  ............(Chairperson)

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BODY LANGUAGE IN MEETINGS

• What are bad body language?

• What are good body language?

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