ferrari enzo 1420: 2009

family meeting

hello everyone!!!!!

nice to meet u all again.. :)

my blog today about meeting...

leader of my blog :)

mr Azmi ABdul LAtif

meaning meeting :)

;) When you are going to meet someone.

;) A place where you discuss things.

type of meeting :)

1. Negotiation Meeting
=> Planning: Have a list of things you want to secure from the other side, and a list of points you would be willing to concede.
=> Objective: The list represents an objective set of criteria against which the meeting can be assessed.

2. Presentation Meeting
=> Planning: Prepare presentation material and message that needs to be communicated.
=> Objective: At a meeting designed to inform, the success criteria should be the amount of information imparted and understood.

In meeting you will need :)

=0) Meeting space

=0) Notepads

=0) White boards

=0) Agenda

11 tips effective meeting :)

1. Only hold a meeting if necessary.

2. All meetings must have clear objectives.

3. Invite a neutral facilitator to sensitive meetings.

4. All meetings must have an agenda which includes:

=) topics for discussion

=)presenter or discussion leader for each topic

=) time allotment for each topic

5. Meeting information needs to be circulated to everyone prior to the meeting.Make sure to include:

=) meeting objectives

=) meeting agenda

=) location/date/time

=) background information

=) assigned items for preparation

6. Meetings must start precisely on time so as not to punish those who are punctual. This also sets the stage for how serious you are about making the meeting effective.

7. Meeting participants must:

=) arrive on time

=) be well-prepared

=) be concise and to the point

=) participate in a constructive manner

8. Meeting notes must be recorded and made part of the company's meeting information archives.

9. The decisions made by the group must be documented.

10. Assigned action items must be documented, and the host, or an appropriate participant, must be appointed to follow-up on the completion of all action items.

11. Meeting effectiveness must be reviewed at the end of each meeting and suggested improvements applied to the next meeting.

12 reason why ineffective meeting :)

1. Poor or no preparation by the meeting leader and the participants.

2. No clear agenda established with priorities and time allocations for each agenda item.

3. No circulation of an agenda with clear identification of how participants will be expected to contribute to the purpose of the meeting.

4. Lack of control by the leader so that the conversation wanders into areas that do not add value to the purpose of the meeting.

5. One person dominating discussion and decisions so other people present don't bother contributing their ideas.

6. Decisions made at the meeting are not followed through to implementation.

7. The meeting leader has a pure-determined outcome - no consensus.

8. People don't feel safe to say what they really feel and think.

9. Contributions are not sought and obtained from all participants.

10. No action plan with a monitoring process agreed in relation to decisions made.

11. Hidden agendas, people have other issues usually related to self-interest which are not related to the purpose of the meeting.

12. Meetings start late and finish late.

11 tips to start and finish meeting on time :)

If You're the Meeting Organizer:

:0 State that the meeting will begin promptly at the scheduled time and that all participants should be on time.

:0 Send a reminder e-mail thirty minutes before the meeting begins and encourage meeting participants to arrive on time.

:0 Ensure that you begin the meeting at the scheduled time. If you've encouraged others to be prompt, don't embarrass yourself by showing up late.

:0 Close the meeting room doors at the scheduled time. There's nothing like late attendees to disrupt the flow of a meeting! Consider posting a note outside the door stating the meeting's time. This may seem harsh, but it clearly communicates how serious you are about keeping your meetings on time. If the tardy participants don't consider your meeting important enough to arrive on time, perhaps they shouldn't have committed to attend at all.

:0 If your meeting starts a little late, you should still finish the meeting at the scheduled time. It's inconsiderate to assume the participants' schedules revolve around your meeting, so wrap up the meeting when you promised.

:0 Consider creating a "latecomer jar" to which meeting participants must contribute one dollar for each minute they arrive late to meetings. At the end of the week, you can buy muffins or donuts for everyone who attended the meeting… courtesy of the latecomers!

If You're the Attendee:

:0 Quickly review the agenda before heading to the meeting. It's a good idea to remind yourself why you're attending the meeting. Reviewing the agenda helps attendees be better prepared for the meeting and, in turn, will help focus the meeting, enable all of the agenda items to be covered and allow the meeting to finish on time!

:0 Make your way to the meeting ten minutes before it actually begins. This will give you enough time to visit the washroom, pour a cup of coffee or deal with any issues that may come up along the way. Plus, you'll get the best seat for the meeting!

:0 Consider speaking up if the meeting organizer shows up late. There are several ways to do this tactfully without insulting anyone. For example, if the organizer consistently arrives ten minutes late to your weekly meetings, ask him if it would be more convenient to start 15 minutes later next week.

:0 Try to ask only relevant questions during the meeting. If your comment isn't directly related to the topic at hand, don't mention it. Getting off track is one of the main reasons that meetings go over time. If your group can avoid getting off track, you'll all spend less time in meetings.

:0 Leave the meeting when it was scheduled to end. When the organizer extended the invitation to meet, he stated when the meeting would finish. It was on this condition that you accepted the meeting and committed your time. If you have work to which you must attend, politely tell the organizer that you have to leave and excuse yourself from the meeting.

5 role of chairperson :)

:) Manage the Meeting Process

:) Chairing a Meeting of Subordinates

:) Chairing a Meeting of Peers

:) Start Formally

:) Handling Disruption

4 Personal Qualities of the Chair

Authority
The chair will need to maintain control to ensure that progress is made in line with the schedule – as defined in the agenda.

Flexibility
Following an agenda does not always imply unquestioning devotion to it. For example, if an unplanned deviation could produce a clarification or the bonding together of meeting participants, then this might represent a very effective strategy.

Impartiality
It is important that the chair supports an equal and fair consideration of all sides of the argument. This can be especially difficult where the chair is privately on one side of the debate.

Maturity
The chair must be able to accept and work with a broad cross section of personalities. They should view each meeting without too much preconception as to how individuals will act and react, but be able to respond as the need arises.

role of secretary :)

Role of Secretary Before the Meeting

:( Discussion with the chair regarding the purpose of the meeting is the first responsibility of the secretary. How to make the meeting more effective?

:( Preparation of agenda in consultation with the chair.

:( Make a list of members to be invited for the meeting.

:( Send meeting invitation to all members concerned. The constitution and bylaws of the organization may stipulate a certain time period before which the meeting intimation should be sent. For example, a general body meeting may have to be informed one month before, a director board meeting, one or two weeks and an election meeting one month prior to the meeting.

:( Send minutes of the previous meeting and agenda to all concerned.

:( A reminder about the meeting to all members, either through e-mail or SMS. SMS is the most effective medium for this purpose.

:( Help chair in making the meeting arrangements; contacting the guests, if any; contacting the committee chairs and others who have to present reports during the meeting.

:( Prepare the report handouts, copies of the minutes of previous meeting, agenda printouts etc. for distribution during the meeting.

:( Get the stationery required for the chair and members and set it in front of each seat.

:( Keep the attendance register, minutes book etc. ready before the meeting.

Role of Secretary During the Meeting

;) Recording the minutes is the most important responsibility of the secretary during the meeting.

;) This may be done in many ways: taking shorthand notes, recording the proceedings with a voice recorder or entrusting a short hand clerical staff to record the minutes. While using voice recorder, it is always safe to take down notes also; the recorder should be used as a review reference source. These recording should be copied to discs, labeled and filed soon after the meeting is over.

;) He should present the minutes of the previous meeting and also present the follow up action taken on each item.

;) Secretary will take the roll call or circulate the attendance register to be signed by the members.

;) Secretary should supervise the provision of refreshments, stationeries etc during the meeting.

Role of Secretary after the Meeting

:0 After the meeting is over, the secretary should help the treasurer to pay off the bills, help the chair to send thank you notes and collect the stationeries and other movable assets of the organization from the meeting places. In most organizations, the secretary is the custodian of movable assets.

:0 The minutes should be prepared within a couple of days after the meeting. It should be done when the memory is still fresh. Send a copy to the chair for suggestions. Once approved by the chair, prepare a plan of action and follow up notes depending upon the decisions reached at the meeting.

:0 Contact persons responsible for carrying out the plans and projects discussed in the meeting; send notes whenever necessary.

picture of meeting :)