Meeting

Meeting
Meetings
Nasir Ali
Objectives
• What are meetings?

• What are the different purposes for meetings?
• Types of meetings
• Organizing meetings
• Writing tasks in meetings
Meetings
• A meeting is a gathering of two or more people

where positive dialogue occurs. Of course their
purposes will vary.
• Meeting is standard verbal expression in speech

or writing. An extended communication dealing
with some particular topic.
Meetings
• Meetings enable face to face contact of number of
people at the same time.
• Provides opportunities for sharing information,

making suggestions and proposals, taking
discussions and obtaining instant feedback.
• They facilitate exchange of views

Meetings facilitate
• Exchange of information
• Articulation of alternative viewpoints
• Deliberation on specific issues
• Removal of misconceptions
Cont.…
• Elaboration and clarification of concepts and ideas
• Finalization of plans and strategies
• Review of performance
• Enlistment of support and a host of such
communication needs
• They facilitate intensive interaction with individuals
as well as groups, and achieve much more than any
written communication
Meetings Purposes
• To coordinate or arrange activities
• To report on some activity or experience
• To put forward ideas for discussion

Meetings purpose cont..
• To instruct a group of people, briefing
• To discuss and solve problems related to

business
• To give and get new ideas and immediate

reactions
Meetings purpose cont.…
• To generate enthusiasm and positive attitude.
• To arrive at consensus on issues.
• To learn from others and to train others.

• To create involvement and interest to

obtain assistance
• Reviewing operations
• Communication with other parties to

inform of give external input
• Considering and enabling successful

planning throughout the organization
10 Golden Rules for meetings
1. The meeting should be convened only when it is essential
2. Meetings should have time schedule and must begin and

end on time
3. Meetings should be convened only when no telephonic

discussion is possible
Golden Rules cont.…
4. They must have clear and specific agenda and sub

agenda
5. They must have clear objectives
6. Time limit should be specified for each item of

the agenda and sub agenda
7. The notice of the meeting should be sent well in

time before the meeting, to those who are required to
attend the meeting and can make useful contributions
8. Conclusion of a meeting is summarized so that

each one understands the summary of the
proceedings.
9. Action oriented minutes should be prepared

and circulated after the meeting.
10. Meeting should be closed on a pleasant

note.
Meetings types
•
Meeting types
Annual General Meeting (AGM)
• A meeting held every year to inform an organization's
members of previous and future activities. (Assess the
business) This meeting is often required by law or the
constitution or charter of an organization. (Statutory Meetings)
• Directors and shareholders
• 21 days notice
Meeting types
• Board meetings
• Committee meeting
• Departmental meetings
• Staff meetings
• Working parties/Project groups meeting
• Steering meeting
• Team briefings
Meeting types
• Board meetings
• A management meeting involving the board of directors of
an organization.
• Board of directors
• Board of governors
• Syndicate
• They are held as much as individual companies require

• Attended by all board members and chaired by chairman of
board
Meeting types…
• Committee meetings
• A meeting of a group set up from a larger group to manage
specific issues.
• Senior management meetings

• A meeting of senior members of an organization, but not
including the board of directors.
• Attended by managers like marketing manager, production
manager, sales manager, finance manager, research and
development manager and may be chaired by GM
Meeting types….
• Departmental meetings
• A meeting of the staff in a department for
planning, discussion and reporting.
• Chaired by chairman of the department
• Finance dept
• Quality dept
• Export dept
Meeting types….
• Staff meetings
• A meeting of all the staff from part of an
organization.
• To schedule the working within the department

Meeting types..
• Working parties/Project groups

• A meeting of people nominated to
work on a specific task or project.
Meeting types…
• Steering meeting
• Meeting of a group that take an overview of
a project. Not just the project team, this
group may include senior members of staff
and external people to help give a different
viewpoint.
Meeting types…
• Team briefings
• A meeting for the supervisor or manager of a
team to delegate tasks, discuss team issues and
motivate the staff.
• Formal
• Informal
Meetings Codes
• Start and end on time
• Be present on time and be prepared mentally
• Establish Objectives
• Set an agenda
Codes cont.…
• Be brief and precise
• Don't dominate the discussion
• Listen to others
• Encourage participation for ideas

Codes cont.…
• Don't interrupt unnecessarily
• Don't evaluate presentations
• Give full attention to discussions
• Stay close to the subject

Codes cont.…
• Don't have side conversations

• Resolve related conflicts and issues
• Decide on follow-up action
• Record ideas/discussions
• Assess the outcome in the end
Planning (Process) a Meeting
Pre-
meeting
In- After-
meetin meetin
g g
Planning (Process) a Meeting..
• As you plan a meeting, determine the

focus of the meeting
• Decide who should attend
• Choose the best time and place to hold it
• Prepare an agenda for the meeting
• Determine who should take the minutes.
Determine the Purpose of the
Meeting
• Determine the desired outcome

• What should participants know, believe, do, or be
able to do as a result of attending the meeting?
• Write a purpose statement for the meeting that
answers the questions what and why
• The purpose of this meeting is to gather ideas
from the working parties [what] in order to
establish new and good business relations [why].
Decide Who Should Attend
• Schedule a meeting for a time when all or most of
the key people can be present.
• If a meeting must be held without some key

participants, ask those people for their contributions
prior to the meeting or invite them to
participate by speakerphone, videoconference, or
such remote methods.
Choose the Meeting Time
• The time of day and the length of the meeting can

influence its outcome.
• Monday morning is often used to prepare for the

coming week’s work.
• Friday afternoon is often focused on completing the

current week’s tasks.
Meeting time
• Long meetings may need to include breaks to allow

participants to respond to messages and refresh
themselves.
• Meetings held during the last 15 minutes of the day
will be quick, but few people will remember what
happened.
• Remote participants may need consideration for
their time zones.
Choose the Meeting Location
• Having a meeting at your own location can give

you an advantage: You feel more comfortable,
which, along with your guests’ newness to their
surroundings, may give you an edge.
Choose the Meeting Location..
• Holding the meeting on someone else’s premises,

however, can signal cooperation. For balance,
especially when people are meeting for the first
time or are discussing sensitive issues
• Meet at a neutral site where no one gains an

advantage and attendees may feel freer to
participate.
Establish the Agenda
• A tool for focusing the group, the agenda is an

outline of what the meeting will address. Always
prepare an agenda for a meeting, even if it is only an
informal list of main topics.
• Ideally, the agenda should be distributed to attendees

a day or two before the meeting.
Establish the Agenda
• For a longer meeting in which participants are required to make a
presentation, try to distribute the agenda a week or more in
advance.
• The agenda should list the attendees, the meeting time and place,
and the topics you plan to discuss.
• If the meeting includes presentations, list the time allotted for each
speaker.
• Finally, indicate an approximate length for the meeting so that

participants can plan the rest of their day.
Agenda (Notice or memo)
• If the agenda is distributed in advance of the meeting, it

should be accompanied by a cover letter or message
informing people of the following:
• The purpose of the meeting
• The date and place of the meeting
• The meeting start and stop times
• The names of the people invited
• Instructions on how to prepare
Minutes Taking
• Taking minutes
• Assign someone to take minutes
• Usually responsibility of secretary

assigned by chair
Meetings
• A meeting is a gathering of two or more people

where positive discourse* occurs. Of course their
purposes will vary.
• Standard verbal expression in speech or writing. An

extended communication dealing with some
particular topic.
Thank You

Meeting

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Meeting

• What are meetings?

• A meeting is a gathering of two or more people

• Meeting is standard verbal expression in speech

• Provides opportunities for sharing information,

• They facilitate exchange of views

• Articulation of alternative viewpoints

• Deliberation on specific issues

• To coordinate or arrange activities

• To report on some activity or experience

• To put forward ideas for discussion

• To discuss and solve problems related to

• To give and get new ideas and immediate

• To generate enthusiasm and positive attitude.

• To arrive at consensus on issues.

• To learn from others and to train others.

• To create involvement and interest to

• Communication with other parties to

• Considering and enabling successful

1. The meeting should be convened only when it is essential

2. Meetings should have time schedule and must begin and

3. Meetings should be convened only when no telephonic

4. They must have clear and specific agenda and sub

5. They must have clear objectives

6. Time limit should be specified for each item of

7. The notice of the meeting should be sent well in

8. Conclusion of a meeting is summarized so that

9. Action oriented minutes should be prepared

10. Meeting should be closed on a pleasant

• They are held as much as individual companies require

• Senior management meetings

• To schedule the working within the department

• Working parties/Project groups

• Start and end on time

• Be present on time and be prepared mentally

• Be brief and precise

• Don't dominate the discussion

• Encourage participation for ideas

• Don't interrupt unnecessarily

• Don't evaluate presentations

• Give full attention to discussions

• Stay close to the subject

• Don't have side conversations

• As you plan a meeting, determine the

• Determine the desired outcome

• If a meeting must be held without some key

• The time of day and the length of the meeting can

• Monday morning is often used to prepare for the

• Friday afternoon is often focused on completing the

• Long meetings may need to include breaks to allow

• Having a meeting at your own location can give

• Holding the meeting on someone else’s premises,

• Meet at a neutral site where no one gains an

• A tool for focusing the group, the agenda is an

• Ideally, the agenda should be distributed to attendees

• Finally, indicate an approximate length for the meeting so that

• If the agenda is distributed in advance of the meeting, it

• Assign someone to take minutes

• Usually responsibility of secretary