CONDUCTING EFFECTIVE MEETINGS

Presented by Joey Phuah SY

What is Meeting?
Two or more people come together for the purpose of discussing a (usually) predetermined topic such as business or

community event planning, often in a formal setting.

What is Meeting?

What is the Purpose of the Meetings?

To socialize, network and build relationships To present information that cannot be presented in any other way To obtain input and feedback from people where there will be greater richness of idea through interaction To make decision where the group is truly the decision-maker To celebrate success

Meeting Management
A set of skills Very expensive

activities because the cost of labor for the meeting

Types of Meetings
Annual General Meeting (AGM)
Weekly Committee Meeting Monthly Committee Meeting Quarterly Members Meeting Event Planning Meeting

- Hallowen Night
- Deepavali Celebration - Bowling Inter College Competition

Documents for Meeting

Notice of Meeting
Previous Meeting Minutes Attachment for Discussion

Notice of Meeting

Agenda
A list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with

adjournment.
It usually includes one or more specific items

of business to be considered/ discussed.

Developing Agendas
Think of what overall outcome you want from

the meeting and what activities need to occur to reach that outcome
Design the agenda and circulate to all

participants so that they get involved early by having something for them to do right away and so they come on time.

Developing Agendas
Ask participants if theyll commit to the

agenda.
Keep the agenda posted at all times Do not overly design meetings, be willing to

adapt the meeting agenda if members are making progress in the planning process.

Developing Agendas
Think about how you label an event, so people come in with that mindset. Give participants a chance to understand all proposed major topics circulate the agenda and previous meeting minutes at

least one week before the meeting.

Exercise 1
1. Form a group of committee consists of

President, Secretary and other committee members 2. Develop an agenda on the Teambuilding Event first meeting.

Opening Meetings
Always start on time; this

respects those who showed up on time and reminds late-comers that the scheduling is serious.
Welcome attendees and

thank them for their time.

Opening Meetings
Clarify your role (s) in the meeting
Review the previous

minutes at the beginning of each meeting before further to the agenda

Time Management

Time Management
One of the most difficult facilitation tasks is

time management time seems to run out before tasks are completed.
Therefore, the biggest challenge is keeping

momentum to keep the process moving.

You might ask attendees to help you keep

track of the time.

Evaluations of Meeting Process

Its amazing how often people will complain

about a meeting being a complete waste of time but, they only say so after the meeting.
Get their feedback during the meeting when

you can improve the meeting process right away.

Evaluations of Meeting Process

Evaluating a meeting only at the end of the

meeting is usually too late to do anything about participants feedback

In a round-table approach, quickly have each

participant indicate how they think the meeting is going.

Evaluating the Overall Meeting

Leave 5 10 minutes at the end of the

meeting to evaluate the meeting; dont skip this portion of the meeting Have each member rank the meeting from 1 5, with as the highest and have each member explain their ranking.

Evaluating the Overall Meeting

Evaluation Areas:
1. Content (Agenda) 2. Time

3. Outcome
4. Efficiency 5. Problem Solving 6. Action

Closing Meetings

Always end meetings on

time and attempt to end on a positive note.

Closing Meetings
At the end of a meeting:

1. Review actions and assignments

2. Set the time for the next meeting (ask each

person if they can make it or not to get their commitment

Clarify that meeting minutes and/ or actions

will be reported back to members in at most a week (this helps to keep momentum going)

Meeting Minutes
1. Draft the minutes and send to President/

Advisor for verification (5 days) 2. President/ Advisor to verify the minutes before sending to all members (3 days) 3. Circulate the approved minutes to all members 4. Members to feedback on the minutes before the next meeting

Meeting Minutes
Minutes should cover four elements: 1. Attendance

- What were the date and location? - Who showed up? 2. Decisions - What was the purpose of the meeting? - What decisions were made and why?

Meeting Minutes
3. Responsibility - Whos taking responsibility to implement the decision?

4. Progress - What progress have the people made who took responsibility toward achieving the decisions made in past meetings?

Minutes of Meeting
Heading
Present

Attendance

Absent
Agenda according to the Notice of Meeting

Confirmation of the previous meeting minutes as correct

Person in-charge

Minutes of Meeting

Any topics that not in the agenda

Meeting finish at 6.10pm needs to be recorded

Secretary of the meeting to write the minutes of meeting

Chairperson of the meeting to vet the minutes of meeting

Exercise 2
1. Conduct the first meeting of the

Teambuilding Event according to the agenda

Question

Thank you