Group Members: Muhammad Farooq 3440 M. Khalil Hussain 3443 Muhammad Imran 3441
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GROUP MEMBERS MUHAMMAD FAROOQ 3440 M. KHALIL HUSSAIN 3443 MUHAMMAD IMRAN 3441
MANAGING MEETING & CONFRENCES
DEFINITION OF MEETING
The act or process or an instance of coming together; an encounter. An assembly or gathering of people, as for a business, social, or religious purpose. “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.”
CLASSIFICATION OF MEETING FORMAL MEETINGS INFORMAL MEETINGS
FORMAL MEETING AND ITS TYPES Organizational meeting Operational meeting
TYPES OF MEETINGS Status Meeting Work Meetings Team meeting Adhoc meeting Management meeting Board meeting One-on-one meeting
MEETING STYLES
Stand-up meeting Breakfast meeting Off-site meeting Lunch meeting Lab meeting
MEETING FREQUENCY A one-time meeting Recurring meeting Series meeting
PREPARATION OF MEETING/ CONFERECE Give the notice of meeting Appropriate & skilled minute taker Option for dates and venues Invitation to full list of people Time for discussion Accommodation and refreshment Preparation of minute taker Preparation of agenda Minute taker in arrangement Preparation of paper work and reports Make sure that minute taker is aware regarding distribution of any paper Clarity for the performance of work Provision of appropriate support
Basic Guide to Conducting Effective Meetings/ Tips for Meeting Management Select a moderator Selecting Participants Don't depend on your own judgment about who should come If possible, call each person to tell them about the meeting Follow-up your call with a meeting notice Send out a copy of the proposed agenda Have someone designated to record important actions
Agenda Developing Agendas Design the agenda include the type of action needed Ask participants if they'll commit to the agenda Keep the agenda posted Don't overly design meetings Think about how you label an event
Opening Meetings & Conferences Always start on time Welcome Review the agenda Will meeting recorder take minutes Model the kind of energy Clarify your role (s)
Establishing Ground Rules for Meetings & Conferences Four powerful ground rules are: participate,
get focus, maintain momentum and reach closure. (You may want a ground rule about confidentiality.) List your primary ground rules on the agenda. If you have new attendees who are not used to your meetings, you might review each ground rule. Keep the ground rules posted at all times.
Before the Meeting to Ensure Effective Meetings Take minutes Plan the Meeting Make Sure You Need a Meeting Ensure Appropriate Participation at
the Meeting Evaluate the meeting Distribute and Review Pre-work Prior to the Meeting
DURING THE MEETING/ CONFERENCE Participation of Minute Takers Circulation of attendance sheet
Introducing of minute taker as a part of meetin Continue to the agreed agenda Clarification by minute taker Break intervals in meeting Summarization of the agreed actions All issues are clarified during meeting
During the Meeting to Ensure Effective Meetings Effective Meeting Facilitation
Time Management The most difficult facilitation Ask attendees to help you to manage
time when planned time on the agenda is getting out of hand?
Meeting Room Setup Classroom style
Theatre style
Conference style
U-Shape
Board room
Presentation in Meetings/ Conferences What is it? Why use it? How to use it: Before the Presentation Understand Decide Plan Practice Be
Early
During the Presentation KISS (Keep It Short and Simple) Make Your Points Strong Use Visuals Make Eye Contact Build in Extra Time
Evaluations of Meeting Process Get the feedback during the meeting Satisfaction checks
How to Best Convey Your Message What is it? Why use it? How to use it: A Speech or Lecture A Workshop A Discussion
A Group Activity Use audio visual techniques
Managing Meeting Problems Long-Windedness Involving the Silent
Conclusion of Meeting Closing Meeting & Conferences Always end meetings on time Review actions and assignments at the end Clarify the meeting minutes and/or actions
After the Presentation Evaluating the Overall Meeting Leave 5-10 minutes for evaluation Ranking of meeting by member Have chief Executive ranked?
AFTER THE MEETING Thank and debrief the minute taker Appropriate support for any issue Awareness of minute taker about reports Preparation of draft minutes by minute takers Checking and amendment of draft minutes Furnishing the minutes within specified time Helpfulness in future minutes
MANAGING MEETING & CONFRENCES
DEFINITION OF MEETING
The act or process or an instance of coming together; an encounter. An assembly or gathering of people, as for a business, social, or religious purpose. “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.”
CLASSIFICATION OF MEETING FORMAL MEETINGS INFORMAL MEETINGS
FORMAL MEETING AND ITS TYPES Organizational meeting Operational meeting
TYPES OF MEETINGS Status Meeting Work Meetings Team meeting Adhoc meeting Management meeting Board meeting One-on-one meeting
MEETING STYLES
Stand-up meeting Breakfast meeting Off-site meeting Lunch meeting Lab meeting
MEETING FREQUENCY A one-time meeting Recurring meeting Series meeting
PREPARATION OF MEETING/ CONFERECE Give the notice of meeting Appropriate & skilled minute taker Option for dates and venues Invitation to full list of people Time for discussion Accommodation and refreshment Preparation of minute taker Preparation of agenda Minute taker in arrangement Preparation of paper work and reports Make sure that minute taker is aware regarding distribution of any paper Clarity for the performance of work Provision of appropriate support
Basic Guide to Conducting Effective Meetings/ Tips for Meeting Management Select a moderator Selecting Participants Don't depend on your own judgment about who should come If possible, call each person to tell them about the meeting Follow-up your call with a meeting notice Send out a copy of the proposed agenda Have someone designated to record important actions
Agenda Developing Agendas Design the agenda include the type of action needed Ask participants if they'll commit to the agenda Keep the agenda posted Don't overly design meetings Think about how you label an event
Opening Meetings & Conferences Always start on time Welcome Review the agenda Will meeting recorder take minutes Model the kind of energy Clarify your role (s)
Establishing Ground Rules for Meetings & Conferences Four powerful ground rules are: participate,
get focus, maintain momentum and reach closure. (You may want a ground rule about confidentiality.) List your primary ground rules on the agenda. If you have new attendees who are not used to your meetings, you might review each ground rule. Keep the ground rules posted at all times.
Before the Meeting to Ensure Effective Meetings Take minutes Plan the Meeting Make Sure You Need a Meeting Ensure Appropriate Participation at
the Meeting Evaluate the meeting Distribute and Review Pre-work Prior to the Meeting
DURING THE MEETING/ CONFERENCE Participation of Minute Takers Circulation of attendance sheet
Introducing of minute taker as a part of meetin Continue to the agreed agenda Clarification by minute taker Break intervals in meeting Summarization of the agreed actions All issues are clarified during meeting
During the Meeting to Ensure Effective Meetings Effective Meeting Facilitation
Time Management The most difficult facilitation Ask attendees to help you to manage
time when planned time on the agenda is getting out of hand?
Meeting Room Setup Classroom style
Theatre style
Conference style
U-Shape
Board room
Presentation in Meetings/ Conferences What is it? Why use it? How to use it: Before the Presentation Understand Decide Plan Practice Be
Early
During the Presentation KISS (Keep It Short and Simple) Make Your Points Strong Use Visuals Make Eye Contact Build in Extra Time
Evaluations of Meeting Process Get the feedback during the meeting Satisfaction checks
How to Best Convey Your Message What is it? Why use it? How to use it: A Speech or Lecture A Workshop A Discussion
A Group Activity Use audio visual techniques
Managing Meeting Problems Long-Windedness Involving the Silent
Conclusion of Meeting Closing Meeting & Conferences Always end meetings on time Review actions and assignments at the end Clarify the meeting minutes and/or actions
After the Presentation Evaluating the Overall Meeting Leave 5-10 minutes for evaluation Ranking of meeting by member Have chief Executive ranked?
AFTER THE MEETING Thank and debrief the minute taker Appropriate support for any issue Awareness of minute taker about reports Preparation of draft minutes by minute takers Checking and amendment of draft minutes Furnishing the minutes within specified time Helpfulness in future minutes
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