FUNCTIONS OF A MEETING
1. Defines the group.
2. Revises, updates, and adds to what the group knows.
3. Helps individual understand the aim of the group and his/her role in achieving group success.
4. Results in commitment to the group's decision and objectives.
5. Permits group to operate as a group while providing opportunity for leader to lead.
6. Serves to identify status of individual group members.
Types of Meetings
3. Irregular, occational, special:
Things That Affect Meetings And Its Nature
4. Decision Making Process:
An active exchange of ideas is absolutely essential if organizations are to be productive and rewarding. Meetings are perhaps the most popular and practical forum for this exchange. They provide opportunity for sharing and team work. They also provide great opportunity for conflict and boredom. The material which follows aims to help organizations maximize sharing, manage conflict and combat boredom in meeting settings.
Initially, it is important to understand the purpose of your meeting. Some of the most common goals of meetings are to EXCHANGE information, SOLVE problems, MAKE decisions, SHARE concerns and explain ISSUES. Once you understand your purposes in having a meeting you can organize it. The three things that meeting planners need to think about and decide upon are place, agenda and leadership style. Place Meetings are powerfully affected by the environment in which they are help. Comfort, privacy and appropriate seating arrangements are essential considerations when choosing a place to meet.
Specifically, meeting planners should ask themselves the following questions when choosing a place: - Who will be attending? -How many people will be there? - Given your goals, what kind of room is most appropriate? (small, large, chairs, desks, tables, etc.) - What seating arrangements will facilitate achievement of your goals? - Is the furniture moveable, adequate, comfortable? - What kind of special equipment will be needed? (blackboard, overhead projector, flip charts, etc.) - Is the room sufficiently quiet and comfortable in terms of seating, temperature, noise? In terms of seating arrangement it generally is felt that whenever possible individuals should be able to see one another's faces as opposed to their backs. U shapes, circles and conference table seating are most conducive to sharing concerns, solving problems, making decisions and exchanging information. For explaining issues and making reports, traditional lecture style seating may be adequate. If your group is large and space is limited, try occasionally breaking up into small groups for those tasks which require group input.
The ideal always is to attempt to engage members in group decision making. If breaking into small groups during the course of the meeting seems impossible perhaps a mid-meeting break or post-meeting "munch" will give the group enough time to share opinions informally and feel involved.
Agenda Successful meeting planners set specific agendas for each of their meetings. If possible, agendas should be typed and passed out a few days prior to the meeting. This provides an opportunity for individuals to research issues and prepare thoughts for the meeting. If this approach is impractical for your organization, we recommend that you prepare and pass out and agenda just prior to beginning a meeting.
The following principles will help you organize your agenda:
1. Make sure your items are arranged in a logical sequence. Take care of less complicated items first. Then focus on main themes or items which will take a good deal of group discussion. Finally, provide a summary of what you covered in the meeting and don't forget to make arrangements for your next meeting.
2. Be realistic about the amount of time needed to cover each item in you agenda. Don't overcrowd it!
3. Introduce each item on the agenda. Briefly state why it's there and what the group is supposed to do with it.
4. Cover any informational item in a news bulletin or in an announcement section of the meeting.
5. Make sure that members stick to the agenda. Redirect individuals who get off track. A typical agenda might include: -Calling the meeting to order -Reading the minutes from the last meeting -Approving the minutes from the last meeting -Discussing old business -Officers' reports -Committee reports -New business -Planning sessions (if necessary) -Adjournment
DEALING WITH PEOPLE
1. Control the Garrulous - Some people take a long time to say very little. Help them to come to a point.
2. Draw out the Silent - Many times silence means one is nervous about giving his ideas to the group or he has hostility toward the group. Bring these people out.
3. Protect the Weak - Give younger members an equal say with the old.
4. Encourage the Clash of Ideas - Make the meeting a cross flow of discussion and debate, but discourage the clash of member personalities.
5. Don't Squash Members Suggestions - Give all suggestions a chance.
6. Come to Senior Members Last - Work up pecking order when it comes to ideas or topic considerations.
7. Close on a Note of Achievement - Thank the group for their work at the meeting and for coming.
RESPONSIBILITIES OF LEARNING As the president officer of the meeting and the group you have five responsibilities to keep in mind as you start and run the meeting. These responsibilities if followed will provide the icing to a successful meeting.
1. THE RESPONSIBILITY TO INITIATE: Items or proposals for the members to consider or take action on.
2. THE RESPONSIBILITY TO FACILITATE: The deliberations and actions of the group in order to make it easier for them to conduct the business which brought them together. Do this by; knowing your parliamentary procedure, keep things moving, use your authority to keep order and use your secretary to keep track of motions.
3. THE RESPONSIBILITY TO ORIENT: The goal is to teach members parliamentary situations. Help them make motions, help them understand motions, and tell them their options. Do this without putting people down or showing them up.
4. RESPONSIBILITY TO ENCOURAGE: Bring about free complete discussion of matters brought before your group. Listen to all ideas. Don't laugh at or criticize others' efforts.
5. THE RESPONSIBILITY TO SUMMARIZE: Clarify and restart any business not understood by the group.
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