MEETINGS

Definition
Purposive discourse between two or more

people.

Outcomes / advantages of business meetings

Efficient tool in the communication process

Enable face to face contact of a number of people at the same time Sharing of information, making suggestions and proposals, taking decision and obtaining instant feedback.

Purpose of meeting
Coordinate or arrange activities Report on some activity

Give informatio n to a group of people

Meetings
Present ideas or grievances Create involveme nt and interest Obtain assistance

Types of meetings
Formal meetings
- AGM (Annual General meeting)les Rules and conduct are laid down in AOA Minimum numbers of participant Formal record need to be kept Minutes and agenda. Held once in a year

- statutory meetings . Special reports are considered by the share holders and the directors - Board meetings As an when required by the organizations Directors and chairman - Management meetings Meet to discuss on specific matters, receive progress report. e.g. marketing manager, sales production managers etc.

- Departmental meetings - Working parties special groups on a particular project.

Notice and Agenda

Combined in one document. Top portion is notice giving details about

type, place, day, date and time of meeting. Agenda topics to be discussed in the meetings.

minutes
Matters discussed and the conclusions arrived

are recorded here. The exact wording of any resolutions passed has to be recorded accurately.

Informal meetings
- Casually chat, meet for a social occasion Formation of group - Four formative stages Forming- get started orientation phase Storming- each tries to create a position conflict arise Norming- solve conflicts, code of conduct Performing- group begins to achieve their goal.

Purpose and kind of meeting

Informational meetings

Seek only to clarify, to make something clear, to give information E.g.:- changes in reporting procedures in the purchasing dept. Report on companies strategic plans for the next fiscal year Cultural differences between British and finish organizations

 Suggested solution meetings

Manager or supervisor sense a problem Desire meeting to review various options Memo, email is send No decision made Exploratory and informational

 Problem solving meetings - Major problem is presented in meeting - Suggestion of solution, discussion and

evaluation - Arrive at a decision for action plan

Solving problems in meetings.

Authorization for committee

A letter of authorization is issued by the superiors All the points to be discussed in the meeting are clearly mentioned here Time place date and the members to be presented in meeting

Methods of solving problems in the meeting

Logical method of scientific thinking is used

Background analysis Solution discovery

Solution evaluation Choice of action

1.Background analysis
State the problem or question in an

affirmative tone
Negative wording
Which kinds of related business should we avoid

Preferred affirmative wording

In which related business should we consider expansion

 Define and limit the problem

Affirmative questions needs to clarified Like by personnel means only those employees in job classification 12 - 17 Related business means only core competencies
Collect facts on the history of the problem

How long has the problem existed Symptoms of the problem Extent of the problem Causes and effects of the problem

2. Solution discovery
Establish criteria - Fairness

- Workability
- Acceptability - Positive consequences - Favorable costs - Number of people impacted

- Return on investment

3. Solution evaluation 4. Choice of action - Time and cost involved

Leadership responsibilities in meetings

Authoritarian Democratic Leaderless

Levels of control

High control

Medium control

Low control

Leadership styles

Kinds of leadership
Authoritarian Leaderless Democratic and participative

Planning steps before meeting

1. Review the problem and determine the precise purpose 2. Decide who should participate 3. Arrange for meeting date, time, palce. 4. Create agenda 5. Distribute the announcement for the meeting 6. Check on physical arrangemnts,

Procedures during meeting

Begin with the opening statement Stimulate discussion Understand the roles of the participant

Nature of participants - Non participation member - Know-it-all - The long winded speaker - The erroneous member - Person showing personal animosity

 Interpret data for solution and evaluation Major conclusion and plan of action

Participant responsibilities in meetings

-

Organizer Clarifier Questioner Factual contributor Energizer

Idea creator Critical tester Conciliator Helper of others

Assignment
1) Explain dyadic communication & self

perception 2) Define interview and discuss the interviewers preparation before interview 3) Explain the type of meetings and leadership responsibilities in meetings 4) Discuss the participants responsibilities in meetings