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What is the definition of meetings

Meetings

Managers spend more than one third of their time in meetings each week, and many organizations spend up to 15 percent of their human resource budgets directly on meetings. Technological and administrative changes that have been enveloping business in recent years have necessitated people's efforts to communicate in small and large groups to meet the objectives the organization. The typical business cannot survive without meetings.
What is the definition of meetings
What is the definition of meetings

Definition of Meeting

Meeting is an assembly or gathering of people, as for a business, social, or religious purpose.
Meeting is a gathering of persons for a specific purpose.
Annual meeting: Annual meeting is a corporate law, yearly gathering of board of directors to which stockholders are invited
Why Do We Have Meetings? The main reason to have meetings is to do something together that can't be done alone.

Types of Meetings

  • Information Meeting: Disseminating/gathering information Self-awareness or conscious-raising Learning (topics or skills).
  • Action Meetings: Creative thinking generating ideas/brainstorming Analysis, goal setting, problem solving, decision-making Accomplishing tasks.

Effective meeting management

Effective meeting management
Effective meeting management
Materials Needed
  1. Computer with word processing software and a printer
  2. Back up materials and equipment for various agenda items (charts, reports, poster board, overhead materials, overhead projector, AV equipment).
Time needed
Advance preparation is crucial to developing a fun and effective meeting. Preparing at least a month in advance will ensure that you have the appropriate materials at your meeting.
Additionally, utilize your preparation time to obtain your members feedback on the meeting agenda.

Activity
Before the meeting
  1. Define the purpose of the meeting. If you cannot come up with a purpose, don't have a meeting!
  2. Develop an agenda with officers and the advisor.
  3. Distribute the agenda and circulate background material, lengthy documents or articles, prior to the meeting so members will be prepared and feel involved and up-to-date.
  4. Choose an appropriate meeting time and announce it well in advance. Set a time limit and stick to it. Remember, members have other commitments. They will be more likely to attend meetings if you make them productive. predictable and as short as possible.
  5. If possible, arrange your meeting room so that members face each other, i.e., a circle or semi-circle. A conference table is best. For large groups, try U-shaped rows. Leaders have better control when they are centrally located.
  6. Choose a location suitable to your group's size. Small rooms with too many people get stuffy and create tension. A larger room is more comfortable and encourages individual expression.
  7. Use visual aids for interest, e.g., posters, diagrams, etc. Post or a large agenda up front for members to refer to.
During the Meeting
  1. Greet members and make them feel welcome, even late ones when appropriate.
  2. If possible, serve light refreshments; they are good icebreakers and make your members feel special and comfortable.
  3. Start on time.
  4. Review the agenda and set priorities for the meeting.
  5. Stick to the agenda.
  6. Encourage group discussion to get all points of view and ideas. You will have better quality decisions as well as highly motivated members. They will feel that attending meetings is worth their while.
  7. Encourage feedback. Ideas, activities, and commitment to the organization improve when members see their impact in the decision making process.
  8. Keep discussion on the topic toward an eventual decision. Feel free to ask for only constructive and non-repetitive comments. Tactfully end discussions when they are getting nowhere or becoming destructive or unproductive.
  9. Keep minutes of the meeting for future reference in case a question or problem arises.
  10. Leader, be a role model by listening, showing interest. appreciation and confidence in members. Admit mistakes.
  11. Summarize agreements reached and end the meeting on unifying or positive note. For example, if attendees number fewer than ten, have members volunteer thoughts of things they feel are good or successful, reciting a group's creed, or a good of the order.
  12. Set a date, time and place for the next meeting.
After the Meeting
  1. Write up and distribute minutes within 3 or 4 days. Quick action reinforces importance of meeting and reduces error of memory.
  2. Discuss any problems during the next meeting with other officers; come up with ways improvements can be made.
  3. Follow up on delegation decisions. See that all members understand and carry-out their respective responsibilities.
  4. Give recognition and appreciation to excellent and timely progress.
  5. Put unfinished business on the agenda for the next meeting.
  6. Conduct a periodic evaluation of the meetings. Weak areas can be analyzed and improved for more productive meetings.
The Summary: Preparing & Managing Meeting
Before The Meeting
  • Define objectives
  • Select participants
  • Connect with participants
  • Prepare agenda
  • Schedule room
  • Invitations/distribute agenda
  • Prepare materials
  • Prepare meeting room
During The Meeting
  • Start promptly
  • Follow agenda
  • Manage use of time
  • Limit/control discussion
  • Elicit participation
  • Help resolve conflicts
  • Clarify action items
  • Summarize results
  • End on time
After The Meeting
  • Evaluate effectiveness as meeting leader
  • Send out evaluations to participants if necessary
  • Distribute memorandum of discussion
  • Take any action you agreed to
  • Follow-up on action items

6 Tips for Leading Effective Meetings

1. Don't Meet.
Avoid a meeting if the same information could be covered in a memo, e-mail or brief report.
2. Set Objectives for the Meeting.
Before planning the agenda, determine the objective of the meeting. The more concrete your objectives, the more focused your agenda will be.
3. Provide an Agenda Beforehand.
Your agenda needs to include a one-sentence description of the meeting objectives, a list of the topics to be covered and a list stating who will address each topic for how long. Follow the agenda closely during the meeting.
4. Assign Meeting Preparation.
Give all participants something to prepare for the meeting, and that meeting will take on a new significance to each group member.
5. Assign Action Items.
Don't finish any discussion in the meeting without deciding how to act on it.
6. Examine Your Meeting Process.
Don't leave the meeting without assessing what took place and making a plan to improve the next meeting.

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