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Monday, August 26, 2013

PPT On Meeting


Meeting Presentation Transcript: 
1.What is meeting?
When two or more people come together to discuss one or more topics, often in a formal setting.
Formal or informal deliberative assembly of individuals called to debate certain issues and problems, and to take decisions.

2.What is purpose of meeting?
To solve a problem.
 To make a decision.
 To develop a plan.
 To gather or convey information.
 To get a response to information.
 To obtain approval/reach consensus.
 To establish understanding/rapport.
 To clarify responsibilities.
 To create a sense of teamwork.

3.An agenda is a list of meeting activities in the order in which they are to be taken up, by beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be discussed. It may, but is not required to, include specific times for one OR more activities.

Communicates important information such as:
    1.topics for discussion 2.presenter or discussion leader for each topic 3.time allotment for each topic
Provides an outline for the meeting (how long to spend on which topics)
Can be used as a checklist to ensure that all information is covered
Lets participants know what will be discussed if it's distributed before the meeting.
Provides a focus for the meeting.

5. Effective Agenda
Head your agenda with the date, time and title or purpose of the meeting.
Create a welcome message for your staff.
Compile a list of topics you will be discussing at the meeting.
Approximate the time that will be spent on each item.

6.5.Include an "Open" or "Questions" item at the end of your meeting.

6.Complete the agenda by adding a task for staff to complete or a question they must reply to. 

7.What to consider?

8.What to do to make meeting effective?

9.Running meeting effectively….
Be Prepared
        The number one rule for effective chairmanship is to be prepared well in advance for the meeting. He should, with the help of the secretary of the organization, draft an agenda for the meeting which reflects the purpose of the meeting.

10. Be Prompt
Prompt responses to the members’ opinions and suggestions are very important in keeping the meetings under control. Use common sense. Never let the discussion linger on. Never let things get out of your command.

11.A chair should be the first to arrive at the meeting place. He should realize that time is very precious. A chair must insist that meetings start on time and end on time.

12.A chair should be strict without being rude. Always see to it that the rule and decorum of the organization are observed by the members. Never allow personal attacks and ego boosting performances by the members.

13.Be Impartial
Many a times, the discussions may reach a point where the chair will have to make a ruling depending on the preceding discussions. The general trend of the discussion may have gone against the chair’s own conviction. But the majority should always be given weightage. Chair may mention his reservations while proclaiming his rulings, though.

14. Being honest and open is the best virtue for a chair. Even though the chair has to stick with the majority decision, the chair will be respected if he reveals his own caliber and credibility.

15.Be Knowledgeable
       Above all, the chair should have a sound knowledge of the parliamentary procedures and rules governing the conduct of a meeting. He should have the Robert’s Rule Of Order on his fingertips to guide the meeting in the desired direction. A basic knowledge about different types of motions will be a useful tool while chairing a meeting.

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