Monday, February 7, 2011
Effective Meeting
Types of Meetings
Meetings fall into three categories. First categories are Information-Sharing Meetings. Information-Sharing Meetings is a weekly meeting of all corporate and top executive to keep them up-to-date on the activities of the more than 20 divisions the company has around the world. Second type is problem-solving or decision-making meeting. Problem-solving or decision-making meeting are the most challenging types of group activity. Third type of meeting is ritual activities.
Technology for Virtual Meetings
Many services now provide free tools that allow groups to meet and share information on the Web. Despite the setting and apparently unbusinesslike activity, however, these meeting server several important purposes. First, they reaffirm the member’s commitment to one another and to the company. Choosing to socialize with one another instead of rushing home is a sign of belonging and caring. Second, the sessions provide a chance to swap useful ideas and stories that might not be appropriate in the office. Finally, ritual meeting can be a kind of perk that confers status on the members. ‘Progress review committee’ members charge expenses to the company and leave work early to attend. Thus, being invited to join the sessions is a sign of having arrived in the company.
Virtual Meetings
The term meeting conjures up images of people seated around a table, transacting business. But technology has made meetings possible even when the participants are half a world apart. Virtual meetings can take several forms. Teleconferences and videoconferences are most important in virtual meetings. With that you can call other numbers members in meeting, users in distant locations to see one another. Teleconference and videoconference has basic guideline will help the meeting smoothly. Guideline first is before meeting, send your agenda and copies of any document that will be discussed to all participants. Numbers pages of longer document to avoid unnecessary paper shuffling. Second guideline is at the beginning of meeting, have participants introduce themselves and state their location. Third guideline is in phone conversations, parties should identify themselves whenever necessary to avoid confusion. Finally guideline is avoided interrupting others or leaving out persons simply because you can’t see them.
Conducting the meeting
Time is used efficiently, the tone is constructive, and the quality of ideas is good. For beginning the meeting, first, they give everyone a clear picture of what is to be accomplished. Second, they define how the group will try to reach its goal. Finally, they set the stage for good teamwork and, thus, good result. Identify the goals of the meeting means repeating the information listed in the agenda, but mentioning it here will remind everyone of the meeting’s goals and help to focus the discussion. Provide necessary background information is explains the context of the meeting and gives everyone the same picture of the subject being discussed. Show now the group can help is outline the contributions that members can make during the meeting. Identify than constraints the clarify how much time is available to prevent wasting time.
Members can be leader, too
Member can also play an important role in making a meeting successful. Following these guidelines will get your meeting off to a good start. If the meeting are not in charge, the others member also can make sure that the opening is a good one by asking questions.
Conducting business
Someone either the leader or a responsible member has to be sure that all important business is covered in a way that takes advantage of the talents of everyone present. Parliamentary procedure is a set of rules that governs the way groups conduct business and make decisions in meetings. When to use parliamentary procedure, there are several situations when parliamentary procedure is an appropriate way to operate a meeting. One of the procedure is when a group will be of interest to an external audience, they observers can learn about input of each member and the decisions made by the group as a whole.
Effective Meeting
Opting Out Of Meeting
May consider using one of the following strategies to make your nonattendance acceptable. provide written input (memo or written report may be a good substitute for your physical acceptance), suggest a productive alternative (exchanging of email,teleconferencing or delegating the job to a smaller group), tell the truth (choose to explain your reason).
Agenda For Your Team Meeting
Are Misunderstanding or Reservation Likely?
Meeting are necessary when confusing or controversial information is being communicated. Only by talking out their complaints and hearing why the new policy is being instituted will employees see a need to go along with new procedure.
Setting An Agenda
An agenda is the list of topics to be covered in a meeting.You can start building an agenda by asking three question."What we need to do in the meeting to achieve our objective?" ,"What conversation will be important to the people who attend?" or " What information will we needed to begin?".
Participant
The overall size of the group is important. If the agenda is includes one or more problem solving items, its best to keep the size small so that everyone can participate in discussion. If the a meeting is primarily informational, a larger group may be acceptable.
Background Information
Participant will need background information to give them new details or to remind them of things may have forgotten.
Goals
A good agenda goes beyond just listing topics and describes the goals for discussion. Most people have at least a vague idea however often lead to vague meeting. Useful at least in two ways. First, identify those who bought to attend the meeting. Second, specific goals also help the people who do attend to prepare the meeting
Pre-meeting Work
The best meeting occur when people have done all the necessary advance work. The agenda is a good place to tell member how to prepare for the meeting.
Thursday, January 27, 2011
How to give an opinion,suggestion and comment in a meeting
When You've Got an Idea
Often people don't speak up because they're afraid of going on the record as wrong, uninformed, or as the proponent of a dumb idea. A great way to sidestep this is to depersonalize your idea.When you think you just might have a good idea, go ahead and be confident:
- Have we thought about...
- Did anyone mention...
- Another option we may want consider...
When You Disagree
When the conversation is heading in a direction that you don't agree with, it's often hard to keep your mouth shut. Of course, it's your right to speak up when you've got something contrarian to say;however, is knowing how to finesse your comments so you don't come off sounding like a jerk. Examples:
- I respectfully disagree with....
When You're Confused
You may have stumbled in late, tuned out at exactly the wrong moment, or simply never known much about the topic at hand.Here are some good phrases to use the next time you find yourself lost in a meeting:
- I'm not entirely sure I'm following you, could you please recap what you just mentioned....
- I'm sure I'm supposed to know this already, but...
- I apologize if this is totally obvious to everyone here, but....
As a chairman how to pull attention among the meeting members from straying?
1. Testing Understanding
- To know whether or not an earlier contribution has been understood by individual.
2. Seeking Information
- Seek facts,opinions or clarification from the another members.
3. Summarizing
- Restates the content of previous discussion or events in compact form.
- Useful to make sure that the entire group is up to date with the topics and have a clear understanding.
4. Speaking up
- Depersonalize idea,putting a question,suggestion among the group members and be confident.
- Putting a question is not only asking for information,but attempting others to think more deeply or broadly about the topics.
EXERCISE 1:
CONFORMATION MINUTES OF MEETING
Date: Febuary 2009
Time: 9.30pm – 10.30pm
Venue: Meeting Room
Attendees:
Mr. Muzayin Alimon - Proposer
Prof Madya Dr. Wan Fuad Wan Hassan - Seconder
Prof Madya Dr. Luay - Electronic Manufacturers representative
Secretary - Person in Charge
| No | Subject | Description | Person-In-Charge |
| 1. | Material project |
| USM |
| 2. | Memo |
| Secretary |
| 3. | Letter |
a. MS 866- Specification for barites used in oil-well drilling and ISO13500:1988 | Secretary |
| 11. | M.C. |
| Prof Madya Dr luay |
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