7/30/2019 CT CHAP 8

1/24

SZBS 1

CHAPTER 8

MULTIMEDIA CO

LLEGE

7/30/2019 CT CHAP 8

2/24

SZBS 2

Definition:

Websters Dictionary defines the word

meeting as

an act or process coming together; an assembly for

a common purpose.

From the Wikipedia, the free encyclopedia:

two or more people come together for the purposeof discussing a (usually) predetermined topic, often

in a formalized setting.

MULTIMEDIA COLLEGE

http://images.google.com.my/imgres?imgurl=http://www.rso.cornell.edu/battlebots/images/Electrical%2520Group%2520Meeting%2520006_jpg.jpg&imgrefurl=http://www.rso.cornell.edu/battlebots/pictures.htm&h=600&w=800&sz=28&hl=en&start=13&tbnid=hLruHitZXM4eMM:&tbnh=107&tbnw=143&prev=/images%3Fq%3DMEETING%26gbv%3D2%26ndsp%3D20%26svnum%3D10%26hl%3Den%26sa%3DN

7/30/2019 CT CHAP 8

3/24

SZBS 3

Audit Commission Report:

a meeting can be defined as a business orprofessionally oriented gathering of two or more

people.

There are literally as many kinds of meeting as there are kinds

of people who attend them. But the basic rules of good

management can be applied to every meetingwhether it is

a sales, staff, negotiation, board or other type of meeting, the

fundamental principles are the same. The same rules apply tothe organizer, chairperson or straightforward participant:

t is merely their roles that are different.

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

4/24

SZBS 4

MULTIMEDI

A COLLEGE

7/30/2019 CT CHAP 8

5/24

SZBS 5

MULTIMEDI

A COLLEGE

7/30/2019 CT CHAP 8

6/24

SZBS 6

MULTIMEDI

A COLLEGE

7/30/2019 CT CHAP 8

7/24

SZBS 7

Falls into 4 categories:

Informative/Advisory

-both to give and receive info and thereby to keep in touch

- to coordinate activities

- to record progress towards stated goals

Consultative

- resolving objections- involving people in change or a new course of action

- simply to get to know people, as a means of fostering greater

understanding between colleagues

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

8/24

SZBS 8

Falls into 4 categories:

Problem-solving

- to create idea

- to identify alternative courses of action

- to initiate that action

- to share responsibility

Negotiating- to create an agreement or contract

- to find the best solution, quite often a mutually agreeable

compromise

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

9/24

SZBS 9

Purposeall members know and understand the purpose

of the meeting and its desired outcomes.

Agendathe framework upon which the meeting rests,

organised to achieve the purpose and outcomes of the meeting.

Participantsthose with insights or expertise are invited to

Attend, along with those who have the authority to implement

Agreed action.

Chairpersonthe chairperson guides the discussion withreference to the agenda, accommodating the varying needs

and sensitiveness of those present and keeping the meeting

heading in the direction of the desired outcome.

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

10/24

SZBS 10

Agreed actionbefore the meeting is over the chairperson should

summarize clearly what has been achieved and agreed.

Follow-upthe meeting secretary records all the decisions and actionpoints in the minutes, so that everyone can easily see what they are

required to contribute to the agreed action from the meeting.

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

11/24

SZBS 11

The following people

Those with information to give to the meetingThose who will gather useful info from the meetingThose with expertise to contribute to the meetingThose who, for the sake of office protocol, need tobe invited

Those who maybe able to provide balance in areasof instability or conflictsThose who are empowered to implement any actions agreed

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

12/24

SZBS 12

It can communicate certain expectations to

everyone involved, well in advance of the meeting.

Later it will act as a script, or mechanism, via

which the chairperson can steer the meeting.

Ultimately, it will also serve as a standard or

measure of success.

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

13/24

SZBS 13

Consider carefully who should attend.

Cover a few major points or issues which have a

common threat.Structure the agenda carefully, but loosely,

to allow scope for discussion.

Try not to focus on problems, but to look

at the opportunities for improvement theyrepresent keep positive.

Be specific about time allocated to each issue

or topic.

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

14/24

SZBS 14

A logical order.

Routine items.

Any special factors in this particular meeting.Any difficult or contentious items.

The balance between urgent and important

topics.

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

15/24

SZBS 15

Title, date, time and place of the meeting.

Apologies for absence.

Minutes of the previous meeting.Matters arising from the previous meeting.

Other items to be discussed and decided.

Any other business.

Date, time and place of the next meeting.

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

16/24

SZBS 16

Planning for people.

Planning for place - location.

Planning the room layout.Adopting the room layout fixed, semi-fixed

or flexible.

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

17/24

SZBS 17

MULTIMEDIA COLLEGE

Economic well-beingA sense of belongingThe need for recognition

Control of ones own life

7/30/2019 CT CHAP 8

18/24

SZBS 18

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

19/24

SZBS 19

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

20/24

SZBS 20

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

21/24

SZBS 21

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

22/24

SZBS 22

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

23/24

SZBS 23

MULTIMEDIA COLLEGE

7/30/2019 CT CHAP 8

24/24

SZBS 24