UP Chapter 7 Meetings-2.pptxdwwwwwwwwwwww

dwdwwwwwwwwwww

1. Chapter 7  Meetings   0. Outcomes What is a meeting? Functions of meetings Factors affecting effective meetings Meeting Purposes / Types Planning Effective Meetings Chairperson Role

2. 1. What is a meeting?   1- “Assembly of people for a particular purpose” 2- “Formal or informal assembly of individuals called to debate certain issues and problems, and to take decisions. 3- a group communication in action around a defined agenda, at a set time, for an established duration. 4- According to Oxford Dictionary, “ A meeting is an occasion when people come together to discuss or decide something.”  

3. A meeting can be formal or informal . . F ormal meeting-> there is set rules for conducting it, with a written record of its proceedings . 2.It requires a notice which is a call, an invitation to attend it .  3. It has also an agenda or list of things to deal with, and the outcome is systematically written in the form of minutes . I nformal meeting -< less planned and can be without any written notice, for instance a staff meeting in the lunch room to discuss a picnic or Problem-solving meetings

4. Meetings are broadly of 3 three types: (i ) Informative, where the purpose is to give information to the participants about a new plan , product, etc.  (ii) Consultative , in which the members are consulted to solve a problem.  (iii ) Executive , in which decisions are taken by those empowered to do so.  In practice, most of the meetings serve more purposes than one. Some additional classifications of meetings are – meeting for negotiation purpose, meeting for giving instructions, etc.

5. Purpose of a meeting: The purposes of holding meetings are : To reach a common decision/agreement  To solve a problem  To understand a situation, exchange ideas and experiences

6. Advantages of Meetings: - Save time : Since one can meet a number of people at a time inter actively, a meeting can save time. - Social and emotional support: Members get personal support from each other when they meet and exchange ideas.

7. .  - Idea development : Ideas are systematically analyzed and improved by a group.

8. Disadvantages : 1. Time-consuming: Meetings require a number of people to come together at the same time and place. 2. Inability to arrive at a decision:

9. 3. Lack of seriousness: Many meetings suffer from the drawback that members come unprepared and feel that the others will do the thinking and talking. 4 . Expensive : Meetings are expensive to arrange – they require a place, paperwork, prior communication, and travelling by the attendees.

10. A meeting is typically headed by a chairperson, الرئيس and its discussions are recorded in a written form called minutes. What is a chairperson for a meeting? The chairperson for a meeting (otherwise known as the chair) is the person who has been appointed as the highest ranking officer at the event. .

11. 2 - Meeting Outcomes What is the purpose of the meeting? For each issue, put the outcome on the agenda alongside the item heading. Types of outcomes include: decision, discussion, information, generating ideas, getting feedback, etc .