Inggrid Diani P
15614342
3SA01
1. What are the purposes of meetings?
As we know meeting is where group of people come together to discuss. And every meeting mush have the purpose.
Meetings are held for any of the following reasons:
·To sort out any conflicts.
·To negotiate a contract or agreement, or matters to do with it.
·To deal with a current problem within the group or within the business or organisation.
·To receive a report for assessment and review.
·To supply information to those present or to canvas views of those present on the particular matter at hand.
On the other hand, meetings also has another purposes. The objectives or purposes or importance of meeting are discussed below:
1. Making decisions
2. Exchanging informations
3. Announcing Changes
4. Negotiation
5. Resolving conflict
6. Reviewing and informing progress
2. What are the types of meeting?
- Status Update Meeting
Status update meetings is one of the most common meeting types. This category includes regular team and project meetings, where the primary goal is to align the team via updates on progress, challenges, and next steps. Commonly found group activities in these kinds of meetings are problem solving, decision making, prioritization, and task assignment.
- Information Sharing Meetings
Presentations, panel debates, keynotes, and lectures are all examples of information sharing meetings. The primary goal of these meeting is for the speakers to share information with the attendees. This could be information about things like upcoming changes, new products and techniques, or in depth knowledge of a domain. Visual communication tools, like slides and videos, are powerful tools for making the shared information more memorable.At information sharing meetings the attendees have historically been passive listeners. With new technologies like MeetingSift they can use their smart devices to go from passive spectators to active participants, making the meeting more engaging and enjoyable for all.
- Decision Making Meetings
The vast majority of business decisions are made by groups in meetings. While small decisions are made in all kinds of meetings, the more important decisions often get their own dedicated meetings. There aredifferent types of group decision making processes, and care should be taken to choose a process that best matches the situation. A decision making process can include group processes like information gathering and sharing, brainstorming solutions,evaluating options, ranking preferences, and voting.
- Problem Solving Meetings
Problem solving meetings are perhaps the most complex and varied type of meetings. Whether the meeting is addressing an identified problem, or it is focusing on creating strategies and plans to navigate the future, there are a rich arsenal of group processes that can be used. Scopes and priorities need to be defined, opportunities and threats need to be identified, and possible solutions should bebrainstormed, evaluated, and agreed upon.
- Innovation Meetings
Innovation meetings and creative meetings often start with thinking outside the box, by brainstorming, associating, and sharing ideas in a broad scope. Meeting participants can then use various techniques and processes to reduce the diverse pool of ideas to a more focused short list. Through ranking, evaluations, and decision making the most suitable idea, or ideas, are identified, and recommendations and tasks can be assigned based on this.
- Team Building Meetings
All meetings should contribute to team building, strengthening relationships and corporate culture. However, now and then team building activitiesshould be the main focus for a meeting. This category include meetings like include all-hands meetings, kick-off meetings, team building outings, and corporate events. Have participants feel like essential parts of their unit, team, department, branch, and company has all kinds of positive impact on their engagement, performance, and satisfaction.
3. What makes a good meeting?
1. Good leader
- understands the purpose of a meeting,
- makes sure that all participants understand this purpose,
- helps keep the discussion on track,
- works with participants to carry out the business of the meeting in the time allotted,
- tries to ensure that everyone is involved appropriately in discussions.
2. Good participants
- come to a meeting prepared for the business at hand—with reports ready,
- concerns over key issues thought out,
- and questions about key issues organized.
- bring to the table their best listening skills and group manners (example : take turns talking, stay on the point of discussion, and help to move decisions forward.)
source : https://www.ncjrs.gov/html/ojjdp/yb9909-1/mtg-1.html
4. What are the charracteristics of a successful business meeting?
A successful business meeting has four characteristics:
- The meeting must have a clear purpose and should stick to the agenda.
It must have a clear purpose which requires the presence of all the participants. The meeting should achieve its purpose and let everyone get back to their work. And it should stick to its purpose. A chairperson is needed to keep the meeting on track. This is usually the team leader. Where the participants are all equals a chairperson should be selected
- The meeting must start and end on time
The meeting must start and end on time. Starting late encourages lateness and wastes people's time. If the meeting goes on too long people get tired or leave to fulfill other commitments.
- Participants must be properly prepared
Participants should be prepared for the meeting.
- Minutes must be taken
Decisions should be recorded. Someone should take minutes and circulate them.
Source: https://www.sqa.org.uk/e-learning/ProjTeam01CD/page_10.htm
