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Conducting Meetings

Conducting Meetings. LECTURE 30. Purpose. Provide information Clarify information Give and receive feedback Provide training Allow discussions Encourage problem solving. Types. Formal meetings Informal meetings Board meetings Departmental meeting Briefing Private meeting.

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Conducting Meetings

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  1. Conducting Meetings LECTURE 30

  2. Purpose • Provide information • Clarify information • Give and receive feedback • Provide training • Allow discussions • Encourage problem solving

  3. Types • Formal meetings • Informal meetings • Board meetings • Departmental meeting • Briefing • Private meeting

  4. Duties of the Chairperson • To prepare and set the scene for the meeting • To conduct the meeting according to the rules of the organization • Should be able to achieve the goals • Check that the quorum is present • Declare the meeting open • Welcome and intriduce new members

  5. State the aim of the meeting • Order of the agenda must be followed • Indicate the time limit for each item • Set priorities for items to be discussed • Sign the minutes when they are confirmed to be correct • Allow each item to be discussed fully

  6. Brief members • Control the moving and seconding of all motions and amendments • Encourage everyone’s participation • Plan the actions required by decisions reached • Deal with any potential conflict • Be objective and impartial

  7. Determine the date and place of the next meeting • Close the meeting • Allow the right of reply

  8. Duties of the Secretary • Preparing the agenda • Items requiring discussion • Where and when the meeting will take place • Who is invited to the meeting • What business will be covered • Order of each item according to priority

  9. Example of an Agenda • Agenda: • Date • Time • Location purpose

  10. Order of business • 1:opening of meeting • 2:apologies • 3:confirmation of minutes of the previous meeting (copy attached) • 4:Business arising from minutes • 5:Correspondence • 6:Business arising from correspondence

  11. 7:Decision items • Budget • Type of function • Date and venue • Financial responsibilities

  12. Discussion items • To invite parties or members only • Provision of refreshments

  13. Other businesses • Closing of meeting • Agenda Distribution: • Names

  14. Documentation • Apologies • Correspondence and minutes

  15. Example of Minutes • Heading • Present • Apologies • Discussion /Action items • Units/Departments responsible • Decision items • Discussion items • Other businesses

  16. Date of next meeting • Meeting closed • Chairperson’s signatures • Secretary’s signatures

  17. Communication barriers • Poor verbal skills • Inappropriate nonverbal • Poor listening • Biases • Unwillingness to use power and carry out decisions

  18. Norms of a meeting • Practice courtesy and good meeting manners • Express your ideas and give feedback • Ask questions • Listen well • Match the nonverbal to the spoken message • Follow up ***************************************

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