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BY NAKIA HAWKINS & KEITH ROBB
“How to Run a Meeting”By Antony Jay
Functions of A Meeting
Define the team or groupEfficiently use of human resourcesHelps define the goals of members and what
they have to offerProvides support for group decisionsUsually the only occasion when supervisors
have the opportunity to guide the group
Types of Meetings By Size
The Assembly-100 or more membersThe Council- 40 or 50 membersThe Committee- up to 10, max 12People: too many members can harm the
meeting, 4-7 is ideal, 10 is acceptable, 12 is too many
Managing Meeting Size
1. Determine whether each agenda item needs everyone’s input
2. Decide if separate smaller meetings would be better
3. Determine whether topics can be ruled out before the meeting; requiring less people
Defining the Objective
1. Informative-Digestive: strictly informational
2. Constructive-Originative: create a new plan
3. Executive Responsibilities: implement the plan
4. Legislature Framework: a system of rules or routines
Agenda
Accelerates and clarifies meetingMore details lead to a more organized
meetingHighlights specific topics
Meeting’s Minutes
Done by a secretaryIncludes:
Time, date, location, and name of chairman
Names of present members All items on agenda discussed
and all decisions reached End point Date, time, and place of next
scheduled meeting
Order of Meeting Topics
Mental energy issues go first
Most important item 15 minutes into meeting
Introduce unifying topics before topics that may cause divide
Conducting a Meeting
Lateness: do not encourage it Start on time
Make a note of all latecomers
Bring it to everyone’s attention
Seating Chart: effects behavior Face to Face, facilitates
opposition and disagreement
Side by Side, makes disagreement harder
“Dead Man’s Corner”, on the Chairman’s right
Closest to the Chairman signifies favor
Dealing with the People:
Dealing with the people
Control the long winded: Create a sense of urgency Indicate the need for
brevity Pick a phrase
Encourage the clash of ideas Promotes further discussion
between members
Watch out for the suggestion-squashing reflex
Come to the most senior people last
Close on a note of achievement Any successful point in the
meeting
Meeting Tips
Meetings should be about 1 ½ hoursRecord the meetings start and end timesDon’t spend too much time on one topicIf meetings are too long, set a fixed end pointCirculate agenda ahead of time, about 2 0r 3
daysDo not leave extra time for “Any Additional
Business”
B I N G O?