Friday, August 21, 2009
The do's and dont's in a meeting
Meeting etiquette
1. Do set a convenient time and place for meeting and confirm this with attendees well in advance of the meeting date. This shows respect for their time and confirmation of their attendance better enables meetings where specific people are required for decision making or problem solving.
2. Don't invite people who do not need to attend the meeting to accomplish its purpose. Inviting people who don't need to be there is inconsiderate of their time and may actually cost everyone else time in the meeting as they may have to stop and explain why the person was invited.
3. Do arrange to attend the entire meeting time. Going in and out during meetings is disruptive and can throw off the flow of the meeting for others. If leaving early or going to arrive late, ask leaders permission to do so before the meeting begins so agenda can be rearranged if necessary.
4. Do not start the meeting late or run over the communicated stop time as this indicates a lack of respect for other's time. All attendees should be punctual. It is ok to arrive early, but never to be late. Keeping people waiting is rude and it should not be expected that they will wait to begin once everyone arrives.
5. Do be sure everyone knows the meeting purpose and agenda. Put this on meeting reminders and go over it with everyone at the beginning of the meeting to insure all agree. Once everyone is in agreement, it is easier to follow the agenda and stick to time limits.
6. Don't forget to assign a recorder to document decisions and actions. Having a recorder will not only insure completion of actions outside the meeting, their visible records in the meeting can help to keep group focused.
7. Do turn off phones and pagers. Some people will find this impossible. For those people, ask they at least set it to vibrate in their pockets. Ask anyone who keeps them on to leave the room if they feel they must respond to a call so the meeting is not interrupted by their conversation.
8. Do not turn on laptop (or PDA) unless it is to be used it for a short time to present information to the group. This equipment often prevents attendees from paying attention to the meeting and is considered rude by others in the meeting as it gives the impression that the meeting topic is not important.
9. Do actively participate in discussion, idea generation, and problem solving. Respect the purpose for the meeting by making sure what you say is relevant to meeting and be brief.
10. Don't interrupt anyone who is speaking. Be polite and pay attention, as good listening skills are important to increase communication and understanding. Show respect by remembering only one person at a time talks, so take turns.
11. Do honor you presenters by making them aware or their time slot and what is expected during that time. They should arrive early and be prepared with any reports or visuals. During presentations, hold questions and comments until the end and keep questions brief.
12. Do not carry on conversations during meeting discussion or presentations. Having multiple conversations is not only rude, but it can be both confusing and distracting to other meeting attendees
1. Do set a convenient time and place for meeting and confirm this with attendees well in advance of the meeting date. This shows respect for their time and confirmation of their attendance better enables meetings where specific people are required for decision making or problem solving.
2. Don't invite people who do not need to attend the meeting to accomplish its purpose. Inviting people who don't need to be there is inconsiderate of their time and may actually cost everyone else time in the meeting as they may have to stop and explain why the person was invited.
3. Do arrange to attend the entire meeting time. Going in and out during meetings is disruptive and can throw off the flow of the meeting for others. If leaving early or going to arrive late, ask leaders permission to do so before the meeting begins so agenda can be rearranged if necessary.
4. Do not start the meeting late or run over the communicated stop time as this indicates a lack of respect for other's time. All attendees should be punctual. It is ok to arrive early, but never to be late. Keeping people waiting is rude and it should not be expected that they will wait to begin once everyone arrives.
5. Do be sure everyone knows the meeting purpose and agenda. Put this on meeting reminders and go over it with everyone at the beginning of the meeting to insure all agree. Once everyone is in agreement, it is easier to follow the agenda and stick to time limits.
6. Don't forget to assign a recorder to document decisions and actions. Having a recorder will not only insure completion of actions outside the meeting, their visible records in the meeting can help to keep group focused.
7. Do turn off phones and pagers. Some people will find this impossible. For those people, ask they at least set it to vibrate in their pockets. Ask anyone who keeps them on to leave the room if they feel they must respond to a call so the meeting is not interrupted by their conversation.
8. Do not turn on laptop (or PDA) unless it is to be used it for a short time to present information to the group. This equipment often prevents attendees from paying attention to the meeting and is considered rude by others in the meeting as it gives the impression that the meeting topic is not important.
9. Do actively participate in discussion, idea generation, and problem solving. Respect the purpose for the meeting by making sure what you say is relevant to meeting and be brief.
10. Don't interrupt anyone who is speaking. Be polite and pay attention, as good listening skills are important to increase communication and understanding. Show respect by remembering only one person at a time talks, so take turns.
11. Do honor you presenters by making them aware or their time slot and what is expected during that time. They should arrive early and be prepared with any reports or visuals. During presentations, hold questions and comments until the end and keep questions brief.
12. Do not carry on conversations during meeting discussion or presentations. Having multiple conversations is not only rude, but it can be both confusing and distracting to other meeting attendees
Terminologies in meetings
a few terminologies in meetings
Teleconference
Meetings with simultaneous telephone line connections allowing a group of people to hear and speak to each other)
Videoconferences
The same as teleconferences only that participants can also see each other. Videoconferences can be held in real-time on our personal computers via the Internet
Chairperson
The person responsible for seeing that a meting is conducted in an orderly fashion and according to the rules of meeting procedures
Treasurer
The person responsible for reporting the financial business of an organisation
Agenda
A plan for the stages of a meeting – a listing of topics to be discussed, which include apologies, acceptance of the minutes of the previous minutes, business arising, correspondence, general business, standing items.
Minutes
An official record of what took place at a meeting
Motion
A proposal which is officially put before a meeting and which goes through several stages before it is accepted or defeated. It should be carefully worded and recorded in the minutes. The person who suggests the proposal moves the motion. A person who supports the motion seconds the motion. Meeting participants then discuss the motion in relation to why it should or should not be supported. The motion is then voted on and either carried or lost.
Amendment to the motion
If someone suggests a change to the original motion, an amendment must be moved and this must be seconded, discussed and voted upon before the original motion is considered.
Quorum
The minimum number of people who must be in attendance before a meeting is official
Resolution
The name given to a motion once it has been agreed to by a meeting
Proxy
A member who is unable to attend a meeting may nominate someone else (a proxy) to attend, and/or vote in their place
Casting Vote
The chairperson may be given a second or deciding vote when votes are equally divided for and against the motion
Secretary
The person who assists the chairperson in gathering information for the meeting, organizes meeting arrangements and takes the minutes
Right of Reply
After the discussion and before the group votes on a motion, the original proposer is often given the right of reply to say a few final words about the motion
Teleconference
Meetings with simultaneous telephone line connections allowing a group of people to hear and speak to each other)
Videoconferences
The same as teleconferences only that participants can also see each other. Videoconferences can be held in real-time on our personal computers via the Internet
Chairperson
The person responsible for seeing that a meting is conducted in an orderly fashion and according to the rules of meeting procedures
Treasurer
The person responsible for reporting the financial business of an organisation
Agenda
A plan for the stages of a meeting – a listing of topics to be discussed, which include apologies, acceptance of the minutes of the previous minutes, business arising, correspondence, general business, standing items.
Minutes
An official record of what took place at a meeting
Motion
A proposal which is officially put before a meeting and which goes through several stages before it is accepted or defeated. It should be carefully worded and recorded in the minutes. The person who suggests the proposal moves the motion. A person who supports the motion seconds the motion. Meeting participants then discuss the motion in relation to why it should or should not be supported. The motion is then voted on and either carried or lost.
Amendment to the motion
If someone suggests a change to the original motion, an amendment must be moved and this must be seconded, discussed and voted upon before the original motion is considered.
Quorum
The minimum number of people who must be in attendance before a meeting is official
Resolution
The name given to a motion once it has been agreed to by a meeting
Proxy
A member who is unable to attend a meeting may nominate someone else (a proxy) to attend, and/or vote in their place
Casting Vote
The chairperson may be given a second or deciding vote when votes are equally divided for and against the motion
Secretary
The person who assists the chairperson in gathering information for the meeting, organizes meeting arrangements and takes the minutes
Right of Reply
After the discussion and before the group votes on a motion, the original proposer is often given the right of reply to say a few final words about the motion
Seven steps to conduct effective meeting
The best way to accomplish your objective, this seven steps could help you to conduct more effective meetings:
1.Start and end meetings on time. Make sure everyone knows what time you are to start and to end. If you have an ending time, you will find your time is more productive in the time allotted.
2.Have an open agenda on the chalkboard or flip chart. Participants can add an item before the meeting. However, they must be prepared to lead the discussion if they put an item on the agenda.
3.If an item isn’t on the open agenda, reschedule it for discussion at a later time.
4.Give each item on the agenda a time limit. If action or discussion cannot be completed during the allotted time, it must be delayed until the end of the meeting.
5.After all agenda items have been discussed, address the delayed items and estimate how long it will take to discuss them. Decide if the item can be discussed today or needs further action before a decision can be made.
6.Any delayed item should be the first item on the next open agenda.
7.Summarize and record action items before adjourning the meeting. Identify who is responsible for which action
1.Start and end meetings on time. Make sure everyone knows what time you are to start and to end. If you have an ending time, you will find your time is more productive in the time allotted.
2.Have an open agenda on the chalkboard or flip chart. Participants can add an item before the meeting. However, they must be prepared to lead the discussion if they put an item on the agenda.
3.If an item isn’t on the open agenda, reschedule it for discussion at a later time.
4.Give each item on the agenda a time limit. If action or discussion cannot be completed during the allotted time, it must be delayed until the end of the meeting.
5.After all agenda items have been discussed, address the delayed items and estimate how long it will take to discuss them. Decide if the item can be discussed today or needs further action before a decision can be made.
6.Any delayed item should be the first item on the next open agenda.
7.Summarize and record action items before adjourning the meeting. Identify who is responsible for which action
Roles of secretary
Secretary are responsible for:
Prepare the agenda for the next
committee meeting. The agenda
includes a list of the main items to
be discussed as well as any follow
up from previous meetings. You
need to discuss it with the
chairperson and other members to
make sure that all their items are
included.
Arrange the meeting room,
refreshments and any equipment
you may need. Make sure the room
is accessible to all your committee
members.
Send out the details for the meeting
(date, time and place), the agenda,
notes from the last meeting and any
other information or supporting
papers to all committee members.
Ask if any of the members would like
the papers in another format, eg
larger print or on a computer disc.
If you have a constitution, check how
many committee members have to
be there to make a decision (the
quorum). Make sure that you have
a quorum for each meeting.
Note any apologies from people who
can’t attend the meeting – people
should contact you in advance.
The secretary is also responsible for
making sure that all the members of
the organisation know about the
Annual General Meeting and any
Special or Extraordinary Meetings
and are sent all the right information.
minutes of meeting:
Secretaries usually take the minutes of
committee meetings. These are an
important record of the work of the
organisation.
You will develop your own style of
minute taking but you should
take notes during the meeting and
write them up as minutes later.
Keep your notes until the next
meeting in case there are any
questions
record all the decisions that are
made. If you are unclear or feel
something is important to get right,
ask the meeting to agree the
wording before moving on
always minute any action to be
taken, the name of the person who’ll
be doing it and any deadline for
doing it
keep the minutes short and to the
point
circulate minutes before the meeting,
both as a record and as a reminder,
especially for people who agreed to
do things
keep the minutes together in one
place eg a minute book or ring
binder and take them to meetings
with you so they can be referred to if
necessary
have the minutes of the last meeting
agreed (or amended) by the
committee and have a copy signed
by the chairperson for your records
remind people of anything that they
have agreed to do. Make sure that
members know about any tasks
given to them at a meeting they
didn’t attend
Other tasks of a secretary:
Annual report – make sure that the
organisation produces an annual
report giving details of its work over
the year and that copies are sent out
to the right people
Signing cheques - most
organisations need cheques to be
signed by two out of three or four
named people; the secretary is
usually one of these
Prepare the agenda for the next
committee meeting. The agenda
includes a list of the main items to
be discussed as well as any follow
up from previous meetings. You
need to discuss it with the
chairperson and other members to
make sure that all their items are
included.
Arrange the meeting room,
refreshments and any equipment
you may need. Make sure the room
is accessible to all your committee
members.
Send out the details for the meeting
(date, time and place), the agenda,
notes from the last meeting and any
other information or supporting
papers to all committee members.
Ask if any of the members would like
the papers in another format, eg
larger print or on a computer disc.
If you have a constitution, check how
many committee members have to
be there to make a decision (the
quorum). Make sure that you have
a quorum for each meeting.
Note any apologies from people who
can’t attend the meeting – people
should contact you in advance.
The secretary is also responsible for
making sure that all the members of
the organisation know about the
Annual General Meeting and any
Special or Extraordinary Meetings
and are sent all the right information.
minutes of meeting:
Secretaries usually take the minutes of
committee meetings. These are an
important record of the work of the
organisation.
You will develop your own style of
minute taking but you should
take notes during the meeting and
write them up as minutes later.
Keep your notes until the next
meeting in case there are any
questions
record all the decisions that are
made. If you are unclear or feel
something is important to get right,
ask the meeting to agree the
wording before moving on
always minute any action to be
taken, the name of the person who’ll
be doing it and any deadline for
doing it
keep the minutes short and to the
point
circulate minutes before the meeting,
both as a record and as a reminder,
especially for people who agreed to
do things
keep the minutes together in one
place eg a minute book or ring
binder and take them to meetings
with you so they can be referred to if
necessary
have the minutes of the last meeting
agreed (or amended) by the
committee and have a copy signed
by the chairperson for your records
remind people of anything that they
have agreed to do. Make sure that
members know about any tasks
given to them at a meeting they
didn’t attend
Other tasks of a secretary:
Annual report – make sure that the
organisation produces an annual
report giving details of its work over
the year and that copies are sent out
to the right people
Signing cheques - most
organisations need cheques to be
signed by two out of three or four
named people; the secretary is
usually one of these
Roles of chairman
Chairman
The Chairman is responsible for leadership of the Board. In particular, he will:
1.Ensure effective operation of the Board and its committees in conformity with the highest standards of corporate governance.
2.Ensure effective communication with shareholders, host governments and other relevant constituencies and that the views of these groups are understood by the Board.
3.Set the agenda, style and tone of Board discussions to promote constructive debate and effective decision-making.
4.Chair the Nominations Committee and build an effective and complementary Board, initiating change and planning succession on Board and Group Executive appointments.
5.Ensure that all Board committees are properly established, composed and operated.
6.Ensure comprehensive induction programmes for new directors and updates for all directors as and when necessary.
7.Support the Chief Executive in the development of strategy and, more broadly, to support and advise the Chief Executive.
8.Maintain access to senior management as is necessary and useful, but not intrude on the Chief Executive's responsibilities.
9.Promote effective relationships and communications between non-executive directors and members of the Group Executive Committee.
10.Ensure that the performance of the Board, its main committees and individual directors is formally evaluated on an annual basis.
11.Establish a harmonious and open relationship with the Chief Executive
The Chairman is responsible for leadership of the Board. In particular, he will:
1.Ensure effective operation of the Board and its committees in conformity with the highest standards of corporate governance.
2.Ensure effective communication with shareholders, host governments and other relevant constituencies and that the views of these groups are understood by the Board.
3.Set the agenda, style and tone of Board discussions to promote constructive debate and effective decision-making.
4.Chair the Nominations Committee and build an effective and complementary Board, initiating change and planning succession on Board and Group Executive appointments.
5.Ensure that all Board committees are properly established, composed and operated.
6.Ensure comprehensive induction programmes for new directors and updates for all directors as and when necessary.
7.Support the Chief Executive in the development of strategy and, more broadly, to support and advise the Chief Executive.
8.Maintain access to senior management as is necessary and useful, but not intrude on the Chief Executive's responsibilities.
9.Promote effective relationships and communications between non-executive directors and members of the Group Executive Committee.
10.Ensure that the performance of the Board, its main committees and individual directors is formally evaluated on an annual basis.
11.Establish a harmonious and open relationship with the Chief Executive
Notices of meeting
MEETING OF THE BOARD OF EDUCATION
AS A COMMITTEE OF THE WHOLE
There will be a Meeting of the Board of Education, as a Committee of the Whole, on Monday, June 8, 2009, at 7:00 p.m.,
in the Board Meeting Room,parit raja batu pahat for the following:
Purpose
Public policy discussion between the Board of Education and staff on the redesign of student assignment, where Board provides feedback on progress and guidance on next steps Informational Items for Discussion
Changes to the Assessment, Counseling, and Language Program Placement Process for English Learners
Feedback from Community Conversations: A Presentation from the Parent Advisory Council (PAC) and Parents for Public Schools (PPS)
Process and Schedule Moving Forward
AS A COMMITTEE OF THE WHOLE
There will be a Meeting of the Board of Education, as a Committee of the Whole, on Monday, June 8, 2009, at 7:00 p.m.,
in the Board Meeting Room,parit raja batu pahat for the following:
Purpose
Public policy discussion between the Board of Education and staff on the redesign of student assignment, where Board provides feedback on progress and guidance on next steps Informational Items for Discussion
Changes to the Assessment, Counseling, and Language Program Placement Process for English Learners
Feedback from Community Conversations: A Presentation from the Parent Advisory Council (PAC) and Parents for Public Schools (PPS)
Process and Schedule Moving Forward
Saturday, August 15, 2009
i'm sorry because i'm accidentally deleting the previous posting
i feel very excited and happy for having my own blog,..this effective communication class give me unforgettable experience,..
Wednesday, August 5, 2009
WHAT IS MEETING???
In a meeting, 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
Since a meeting can be held once or often, the meeting organizer has to determine the repetition and frequency of occurrence of the meeting. Options generally include the following:
A one-time meeting is the most common meeting type and covers events that are self-contained. While they may repeat often, the individual meeting is the entirety of the event. This can include a 2006 conference. The 2007 version of the conference is a stand-alone meeting event.
A recurring meeting is a meeting that recurs periodically, such as an every Monday staff meeting from 9:00AM to 9:30 AM. The meeting organizer wants the participants to be at the meeting on a constant and repetitive basis. A recurring meeting can be ongoing, such as a weekly team meeting, or have an end date, such as a 5 week training meeting, held every Friday afternoon.
A series meeting is like a recurring meeting, but the details differ from meeting to meeting. One example of a series meeting is a monthly "lunch and learn" event at a company, church, club or organization. The placeholder is the same, but the agenda and topics to be covered vary. This is more of a recurring meeting with the details to be determined.
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