1612985731401_MEETING.pptxdehbgeryiucecdjh

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1. MEETING Is a gathering of two or more persons with the view of making decisions through discussion A gathering where two or more people assemble together with a view to taking some decision on some present issues through mutual discussion

2. Defining meeting continues Murphy and itilderbrandt (1972) define a meeting as a gathering where purposive discussion occur among two or more people who exchange information on a common topic or problem. A congregation of people with the aim of discussing matters of their common concern.

3. Types Formal and informal meetings Notice of the meeting Leadership - convener, chairperson, secretary Agenda to be followed Special setting/place Date and time of the meeting Writen records - minutes Invitation to attend a meeting Decision through voting process;

4. Public/private Private – admission confined to these entitled to attend e.g. Shareholders Public – admission open to general public -Everyone who attends have the right to participate in determining the action to be taken. Lawfully not prohibited piece Do not constitute breech of law Do not interfere right of passage Do not lead to destruct of property.

5. Function/types Informative meetings Give information to participant about new product a new scheme. Consultative Members consulted to solve a problem Negotiation meeting To reach an agreement on a matter. Executive meeting In which decision are taken by those empowered to do so Instructive meetings-Give instructions

6. OTHER TYPES Annual meetings -held every year to inform members of previous and future activities Extraordinary meetings-Deal with urgent matters which need solution Board meetings- Involve board of directors of an organization Commettee meetings -group set up from larger group to manage specific issues

7. Staff meeting-Meeting of all staff from part of an organization Departmental meetings -involve staff I a department for planning, discussion and reporting Steering meeting-group that take an overview of a project.

8. Reason for conducting meetings 1 To collect information simultaneously from many people. A meeting can be called of the people who possess the information. 2 To enable members to own an idea and thus strengthen members commitment. Through meetings people participate I making decision about various programmers

9. 3 To enable member perform and understand complex decisions. Groups have a larger pool of expertise and experience to drown form. 4.Enables organizations to solve complex problem or determine cause of action through consensus.

10. 5 . Enabling successful planning 6 To report in some activity or experience . 7. To give and get new ideas 8. To instruct group of people 9. To give and get new ideas

11. Steps in meeting preparation: 1 Determine the purpose or objectives These should be clearly defines 2 Date setting C onsult the participant before setting the date to improve attendance. 3 Establish the size of the groups The numbers of participant determine other physical preparations to be made.

12. 4 Determine who should be invited Invite only those with expertise and information objectives (involve the right people). 5 Organize the venue Have enough facilities like chairs, water and glasses, microphones for big audience, adequate lighting, refreshments, handout materials, video and film etc. 6 Set the agenda

13. 7. Timing Chose right time Limit time of meeting Starting time and ending time 8 Write a notice of meeting Should be written to all members and should include date, time, venue, purpose or topic and a list of those who should attend.

14. Factors for effective meetings 1. Called for necessary and appropriate reasons 2 . Consist of right membership. -In terms of number of participants -How relevant they are to goals of the meeting

15. 3 Be well planned in terms of Physical space Audial visual equipment Someone to take minutes Timing Coordination with individuals making presentation etc. 4.Be well managed Both the chairperson and secretary should well manage the meeting from its preparation, conduct and after meeting

16. 6. Clear and specific agenda 7.Notice of a meeting should be sent in time before a meeting-to ensure members contribution 8. Minutes prepared and circulated after meeting

17. CONDUCTING THE MEETING 1 Starting the meeting A meeting is started by chairperson. can do the following. Establish a friendly atmosphere eg . by greating participant as they arrive. Chat informally with everyone and introduce those who do not know each other Welcome the group and update them in the topic State the purpose of the meeting.

18. 2. Leading the meeting Everyone should be made to understand the purpose of the meeting and be given opportunity to participate. Basic task for chairperson is to keep the meeting focused and moving. Suggest new idea, present problem Keep participants on track Keep group aware of where they are in process Let members be aware of imposed time and time left

19. 3. Participants in the meeting Make sure meetings achieve its goals Know the purpose and well for meeting Arrive on time and stay to the end Participate without dominating Ask questions that move the meeting forward but do not be unnecessary entices of other people’s ideas.

20. 4 Closing the meeting/concluding Chair person should end the meeting on time steps to close the meeting Signal that meeting ending time is near eg . We have just a few minutes left Review the most important issued Emphasize major points of agreement and recognize points not yet resolved Assign responsibilities for follow up activities and attach deadline to each activity. Close with strong positive statements eg . Thank the group and acknowledge their efforts  

21. 5.The post meeting period. Decision reached must be carried out. The action items to be implemented and next steps to be taken should be handed to each participant as soon as possible, after the meeting. AGENDA The term agenda comes from the Latin words which means “things to be done”

22. Agenda: It is a list of the items of business to be deal with at a meeting. Ordered sequence of items to be discerned in a formal meeting A list of individual items which must be acted upon or processed

23. How to create effective agenda. Meeting notice should be written to inform participant about a meeting. Request for agenda from the participants Summarize the proposed agenda depending on the objectives of the meeting. Send the agenda to the meeting participants Follow it during the meeting.

24. Importance of agenda (why prepare agenda) To familiarize participants with topic to be discussed or issues to be raised. This will enable members to participate fully. Used for preparation of minutes Ensure no item is everhoked by the chairperson

25. To guide a chairperson during the meeting Allot time for each item Indicate what outcomes the participants may expect from the meeting. Provide structured basis for discussion.

26. Agenda- example Opening Adoption of agenda 3.Confirmation of Minutes previous meeting 4.Matters arising 5.Examination reports 6.AOB 7.closing

27. Notices. Notice is a sheet of paper giving written or printed news or information usually displayed publicity. Pre-meeting information inviting people. should state purpose, time and venue It is distributed early enough so that members can go through agenda and budget their commitments.

28. TANZANIA INSTITUTE OF ACCOUNTANCY. To all academic staff. I would like to inform you that a meeting will be held in conference room on Saturday 2 march at 12:00 pm. Agenda Opening Adoption of agenda 3.Confirmation of Minutes previous meeting 4.Matters arising 5.Examination reports 6.AOB 7.closing

29. Your sincerely Kaboja km Secretary. MINUTES: Minutes give summery of the acts about a meeting. Anyone may be chosen as a secretary and take the minutes Minutes taking is an important and often a difficult exercise in business management.

30. Formal minutes should include: 1.Title of minutes Should include date, time and location 2 Attendance record i.Names of people who attendended the meeting Chairperson should head the list Secretary should follow after chair person but sometimes may be put the last.

31. Members can be listed in order of seniority if they are in the some grade can be listed alphabetically. Avoid to offended any one. ii. Absent with apology iii. Absent without apology

32. 3 Adopter agenda Agenda Opening Adoption of agenda 3.Confirmation of Minutes previous meeting 4.Matters arising 5.Examination reports 6 Quality assurance report 7 .AOB 8 .closing

33. 4.Opening 5.Body of minutes Minutes themselves Report of quality assurance etc 6 Closing

34. 7. Approval Chairperson should sign and date the minutes on the left hand side. Secretary should sign and date the minutes on the left hand side . …………………. ……………. Chairperson Secretary

35. Reason for taking minutes To remind you of the actions that you and other people agreed to take. To remind yourself of what was decide at the meeting

36. Reasons continues To tell those who could attend what was said To form the basis for discussion at the next meeting To take actions and make follow ups

37. Minutes should be Brief Clear Accurate Complete Ina a suitable tone Observe all principles of communication

38. Memorandum (memo) Latin word “ to call to mind , remembering” -document that help the memory by recording event or observations on a topic. -Is a shirt piece of writing generally used by officers of an organization for communication among themselves.

39. Memo continues Purpose of memo To record information To convey information and decisions Make short request

40. MEMORANDUM To: Admission officer From: Director of academic affairs Reference: MM/123/3 Date: October 01, 2016 Subject: STUDENT’S ENROLMENT ( Tittle of the content) Body: From Tuesday 25 march, registration of student will commence. Please inform your subordinates to report early in that day for effective beginning of the exercise. Signature

41. Problems most common in taking minutes How to lay the minutes out. What style to adopt How much inform action to put in How to take the minutes.

42. VOTING METHODS Show of hands-by raising hands in favour or against a motion Voice vote-decision is based on volume of voice(yes or no voice) Rising method-by standing up Ballot- vote by writing

43. Meeting terminologies Quorum- A minimum number of people required for the meeting to be valid Motion- Proposal that is put before a meeting for discussion and decision Resolution- If a motion is passed becomes a resolution Special Resolution-occasion when the act requires more than a simple majority vote to pass a resolution

44. Discuss roles of a chairperson, secretary and participants when a meeting is conducted. Kamwela , B