1 MEETINGS Formal Formal Informal Informal. 2 Informal Meetings Informal Meetings Impromptu Impromptu Very short notice Very short notice Ideal for discussing

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MEETINGSMEETINGS

FormalFormal

InformalInformal

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Informal MeetingsInformal Meetings

• ImpromptuImpromptu

• Very short noticeVery short notice

• Ideal for discussing issues frankly and Ideal for discussing issues frankly and reaching decisions quicklyreaching decisions quickly

• Used to resolve minor problems Used to resolve minor problems

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Informal Meetings Informal Meetings [contd.][contd.]

• Small Informal MeetingsSmall Informal Meetings

• PlannedPlanned

• Useful for discussing, problem solving Useful for discussing, problem solving and giving feedbackand giving feedback

• Use informal brainstorming sessions Use informal brainstorming sessions

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Formal MeetingsFormal Meetings

TYPE CHARACTERISTICSTYPE CHARACTERISTICS

BOARD MEETING BOARD MEETING

• Usually comprises Usually comprises

of its Directorsof its Directors

• Regular intervals, once in Regular intervals, once in a month, to discuss a month, to discuss company’s business, in a company’s business, in a board roomboard room

• Chaired by the Chaired by the chairperson, elected chairperson, elected according to the rules of according to the rules of the companythe company

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STANDING STANDING COMMITTEE COMMITTEE

• Subgroup of the Subgroup of the boardboard

• Given Given responsibility for responsibility for recurring tasksrecurring tasks

• Meets regularlyMeets regularly

• Board may authorize it Board may authorize it to act in its placeto act in its place

• Reports back to the Reports back to the board board

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ONE – OFF ONE – OFF COMMITTEE COMMITTEE

• Issues that need Issues that need special attentionspecial attention

• Meets more Meets more frequentlyfrequently

• Needs to involve only Needs to involve only the necessary individualsthe necessary individuals

• Can meet as and when Can meet as and when required required

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PUBLIC PUBLIC MEETING MEETING

• Open to anyoneOpen to anyone

• To consult the To consult the public on various public on various issuesissues

• All members of public All members of public are invitedare invited

• Advertised in Advertised in newspapers, public newspapers, public libraries and magazineslibraries and magazines

• Agenda usually consists Agenda usually consists of one main pointof one main point

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CONFERENCECONFERENCE

• Several Several presentations on presentations on one themeone theme

• Open for public Open for public or restricted for a or restricted for a groupgroup

• Information to a Information to a large number of large number of people at oncepeople at once

• Little scope for Little scope for discussion or audience discussion or audience participation participation

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EXTERNAL EXTERNAL MEETINGMEETING

• One group from one One group from one organization and organization and another from outsideanother from outside

• Confidentiality - an Confidentiality - an important issueimportant issue

• Can be held on Can be held on neutral groundsneutral grounds

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AGMAGM

• Yearly gathering of Yearly gathering of company’s directors company’s directors and shareholdersand shareholders

• Business during the Business during the past year and future past year and future plansplans

• Share holders can Share holders can question company question company directors about directors about performanceperformance

• Directors seek Directors seek approval of annual approval of annual accounts, discuss accounts, discuss future policiesfuture policies

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EGMEGM

• Called anytime if the Called anytime if the shareholders’ approval shareholders’ approval is needed for is needed for immediate actionimmediate action

• Share holders are Share holders are given certain given certain amount of noticeamount of notice

• Rules are the Rules are the same as of AGMsame as of AGM

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SELECTING A MEETINGSELECTING A MEETING

PURPOSEPURPOSE CONSIDERATIONCONSIDERATION TYPETYPE

InformationInformation

Reports, Reports, instructions, instructions, changeschanges

concerns up to three concerns up to three peoplepeople four or more people four or more people requires feedback requires feedback and discussionand discussion keeps company keeps company directors updateddirectors updated involves shareholdersinvolves shareholders informing as many informing as many people as possiblepeople as possible speakers providing speakers providing informationinformation

InformalInformal

FormalFormal Informal Informal or Formalor Formal FormalFormal

AGM or AGM or EGMEGM PublicPublic ConferenceConference

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Resolving Resolving problemsproblems Handling Handling grievancesgrievances

Making Making DecisionsDecisions Choosing Choosing between between optionsoptions

concerns only one personconcerns only one person requires input from many requires input from many or a team or a team concerns urgent problemconcerns urgent problem

quick discussionquick discussion involves recurring involves recurring business mattersbusiness matters discussion at the highest discussion at the highest levellevel authorization from authorization from shareholdersshareholders

One-to-One-to-OneOne One-off-One-off-Committee Committee ImpromptuImpromptu

ImpromptuImpromptu FormalFormal

BoardBoard

AGM or AGM or EGMEGM

ss

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Encouraging Encouraging ideasideas

Generating Generating creative creative solutionssolutions

needs creative needs creative ideas to be ideas to be discusseddiscussed

needs fresh ideas needs fresh ideas to be generated to be generated quicklyquickly

needs reports on needs reports on issuesissues

InformalInformal

BrainstormingBrainstorming

SessionsSessions

FormalFormal

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RUNNING A MEETINGRUNNING A MEETING

Positive course Positive course

Of actionOf action

Prompt and positivePrompt and positive

StartStart

Kept within time Kept within time

LimitLimit

Attendees contribute Attendees contribute

effectivelyeffectively

Negative courseNegative course

Of actionOf action

Participants arrive Participants arrive latelate

Deviations from Deviations from agenda occuragenda occur

Dissensions Dissensions betweenbetween

participants occurparticipants occur

Open the

meeting

Discuss issues on the agenda in turn

Obtain opinions

on each issue

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All options are All options are

exploredexplored

Compromise is Compromise is

negotiatednegotiated

Points are Points are

recapped recapped

and agreedand agreed

Bickering is allowed Bickering is allowed

to continueto continue

Debate ends in Debate ends in

a deadlocka deadlock

Meeting is Meeting is

inconclusiveinconclusive

Move towards objectives

Reach a

decision

Close the meeting

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Seating participants Seating participants

• Meeting one to oneMeeting one to one

• Supporting - at right anglesSupporting - at right angles

• Collaborative - next to the other Collaborative - next to the other personperson

• Confronting - on opposite sidesConfronting - on opposite sides

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Seating groups Seating groups

• Negotiation or ConfrontationNegotiation or Confrontation - - rectangular table, neutral rectangular table, neutral chairperson in the centrechairperson in the centre

• HierarchyHierarchy - chairperson at the - chairperson at the head of the tablehead of the table

• Informal, Non-hierarchicalInformal, Non-hierarchical - round - round tabletable

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Tactical SeatingTactical Seating

• Participants are influenced by the Participants are influenced by the people they are near topeople they are near to

• Controversial issues - split up Controversial issues - split up factionsfactions

• Learn to read other attendees Learn to read other attendees aims from where they sitaims from where they sit

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Observing Seating Observing Seating

Good sight of all

Play an active role

Weak opinion, uninvolved Confrontin

g chairperson,strong opinions

Sharing views of confident, strong speaker

Strong position of chairperson to control discussion

Traditional position of privilege to the right of the chairperson

Play an active role

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Preparing practicalities Preparing practicalities

• Organize the venueOrganize the venue

• Choose audio-visual aidsChoose audio-visual aids

• Provide writing aidsProvide writing aids

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Attending a meeting Attending a meeting

• Gather informationGather information

• Identify oppositionIdentify opposition

• Prepare for negotiationPrepare for negotiation

• Gain confidenceGain confidence

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• Participate stronglyParticipate strongly

• Listen attentivelyListen attentively

• Respect others Respect others

• Tailor your speechTailor your speech

• Reprimand the chairperson Reprimand the chairperson

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How to reprimand the How to reprimand the Chairperson?Chairperson?

• Informal methodsInformal methods

• ask the group to withdraw ask the group to withdraw cooperationcooperation

• suggest attendees that the suggest attendees that the chairperson is unreasonablechairperson is unreasonable

• appeal to a superior to appoint a appeal to a superior to appoint a new chairpersonnew chairperson

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How to reprimand the Chairperson? How to reprimand the Chairperson? [contd.][contd.]

• Formal methodsFormal methods

• Reconvene another meeting to Reconvene another meeting to appoint a anew chairpersonappoint a anew chairperson

• Inform the chairperson about their Inform the chairperson about their negligence and improper attitudenegligence and improper attitude

• Suggest that the members take a Suggest that the members take a vote of no confidencevote of no confidence

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Chairing a meetingChairing a meeting

• Informal Informal

• Ensure that all attendees contributeEnsure that all attendees contribute

• Listen to the views of othersListen to the views of others

• Block any negative tactics usedBlock any negative tactics used

• Summarize views and decisionsSummarize views and decisions

• Be firm with awkward peopleBe firm with awkward people

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• FormalFormal

• Open with a short summary of Open with a short summary of purpose and agendapurpose and agenda

• Allow all parties to express their Allow all parties to express their viewsviews

• Prevent irrelevant debates Prevent irrelevant debates

• Ensure that voting procedure is Ensure that voting procedure is correctly followedcorrectly followed• Cast the deciding vote if necessaryCast the deciding vote if necessary

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Research AttendeesResearch Attendees

• Recognize interestsRecognize interests

• Understand personalitiesUnderstand personalities

• Understand tacticsUnderstand tactics

• Anticipate distracting tacticsAnticipate distracting tactics

• divide and rule recap on factsdivide and rule recap on facts• dominate challenge the dominate challenge the aggressoraggressor• bluster silence the blustererbluster silence the blusterer• anger stay calm anger stay calm

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Pace the meetingPace the meeting

• Start on timeStart on time

• Keep an agendaKeep an agenda

• Use time effectivelyUse time effectively

• Provide breaksProvide breaks

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Control the meetingControl the meeting

• Read negative / positive signsRead negative / positive signs

• Assess the moodAssess the mood

• Keep the order [through your Keep the order [through your permission]permission]

• Ensure working to one aimEnsure working to one aim

• Come to decisionsCome to decisions

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• Close the meetingClose the meeting

• Summarize decisionsSummarize decisions

• ConcludeConclude

• Thank everybodyThank everybody

Documents

1 MEETINGS Formal Formal Informal Informal. 2 Informal Meetings Informal Meetings Impromptu Impromptu Very short notice Very short notice Ideal for discussing