Meeting

Meeting

By: Mdm Siti Aisyah

Introduction

• What is "meeting"?

• Why is it important for us to conduct a meeting?

Introduction (Con't)

• Meeting is an assembly of people for a particular purpose (especially for formal discussion) - Online Oxford Dictionary

• An assembly of people may refer to members of a society or committee

• Meeting has to be done because all members hold different jobs/specialties when working together to get specific tasks done

Types of Meeting

• Formal - held in a professional or business-oriented setting and governed by a set of rules 

• Informal - held in informal settings and not minuted formally

Multiple Select

Which of the following are formal meetings?

• Brainstorming session

• Committee meeting

• Dialogue

• Annual General Meeting

• Discussion

Purposes & Objectives

• To have an effective meeting, the person who calls for the meeting should have a clear purpose and objectives.

• Purpose: the reason for the meeting (general)

• Objective: main goal or what should be accomplished at the end of the meeting (more specific)

• E.g. The purpose - to discuss about plans and programmes for the year while the objective is to obtain consensus and support of the staff

The purpose of the meeting would normally be:

• to share information

• to announce/discuss about events

• to introduce new members of the staff

Components of a Meeting

• Planning

• Notice of Meeting

• Agenda

• Minutes of Meeting

• Participants

Planning for a Meeting

(for those who call for the meeting)

🎯 Planning for a Meeting

• have a clear purpose of conducting meeting

• estimate the length (time) of the meeting

• setting up the meeting venue that is conducive for all members

• create an agenda that is carefully planned

• share agenda in advance so that the members have time to plan and prepare for the meeting

• make all invitees aware that the meeting is important

• use a variety of tools and activities to make the meeting productive and interesting

🎯 Planning for a Meeting

(for members)

• know the purpose of the meeting

• aware of the details of the meeting (date, time, venue, etc)

• know the agenda of the meeting

• gather data (if needed or necessary)

• arrive on time and prepare to wait till the meeting is over

Notice of Meeting

Notice of Meeting

• A notice of a meeting is a public announcement that an important meeting is happening soon

• A notice of a meeting must be distributed at least 5-7 days before the set date of the meeting

• The agenda of the meeting is usually included in the notice

Multiple Select

Tick the details that a notice of meeting must include:

• Date, time & venue

• Purpose

• Agenda

• Time limit

• People involved in meeting

Meeting Agenda

Meeting Agenda

• 1) Chairman’s opening address

• 2) Apologies for absence

• 3) Confirmation of minutes of the previous meeting

• 4) Matters arising

• 5) Other matters

• 6) Closing address

Meeting Tutorial 1

In groups of 5, discuss with your group members and brainstorm on the name of a company, a company logo and an organisation chart. Discuss also the business nature that you are going to set for the company.

Use Meeting Tutorial Sheet 1 to submit your meeting outcome.

Write a memo to inform all the members of your company about an upcoming meeting.