MEETINGS

Chapter 3
A meeting is
- Compiled and Presented by coming
Ms. Heta Parekh together of a
number of
persons at a
certain time
and place for
discussion.

Compiled and Prepared by Heta Parekh

 1. Inform
2. Persuade
3. Obtain different points of views
4. Find out facts
4 types

Compiled and Prepared by Heta Parekh

 Advantages Disadvantages

i. They provide an i. If a meeting is not properly

opportunity for the planned it will not give the
management to come desired results.
to know the feelings
ii. If the chairperson is weak
and attitudes of the
the meeting will not arrive
employees.
at any fruitful decision.
ii. They bring together
iii. If members are aggressive
people with knowledge
and hostile then the
and experience.
communication will not be
iii. Possibility of good.
unexpected solutions.
iv. Prolonged meetings.

Compiled and Prepared by Heta Parekh

Planning the meeting

1. Deciding the
purpose
2. Determining
whether the
meeting is
necessary
3. Selecting the
participants
4. Choosing an
appropriate
location
5. Preparing an
agenda

Compiled and Prepared by Heta Parekh

Tips on how to run an
effective meeting…
https://edpuzzle.com/media/6024db349f845f4297
98d676

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 Role of a Role of a participant in the
chairperson in meeting
the meeting

✓Punctuality
✓Follow the plan ✓Follow the
agenda.
✓Lead the
meeting ✓Participate
✓Encourage ✓Avoid talking too
Conducting a members to talk much.
meeting
✓Work on hidden ✓Cooperate with
agenda all concerned
✓Control time ✓Practice courtesy
✓Summarize at
appropriate
places

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  Personalities
How do  Coalitions
group  Leadership
dynamics
affect the
quality of a
meeting

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 Managing these dynamics
1. Equalizing participants
2. Listening
3. Pacing
4. Taking a break
5. Call for consensus
6. Summarizing
7. Passing the clipboard
8. Checking the process
9. Polling
10. Censoring
11. Expulsion
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Jeff Bezos on
meetings
https://edpuzzle.com/media/6024dd5699f2bb424
1db4e6d

Compiled and Prepared by Heta Parekh

A notice is a written intimation of the
date, time, place and the business to
be discussed at the meeting.
It is a first step towards convening a
meeting.

Notice

Compiled and Prepared by Heta Parekh

Sample of Notice

Compiled and Prepared by Heta Parekh

Compiled and Prepared by Heta Parekh
1. Draft a NOTICE, AGENDA
and RESOLUTION for the
AGM of your society.
2. Draft a NOTICE inviting
students of your class for the
inauguration of the annual
inter – collegiate festival –
PARALLAX.

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 1. Opening and welcome.
2. Attendance of the present committee members.
3. Minutes of the last meeting.
4. To discuss the upcoming clubhouse.
5. To discuss generation of funds for the clubhouse.
6. To decide upon the timings of the clubhouse.

Agenda for 7. To discuss the membership rules.

AGM 8. To discuss the indoor games for the clubhouse.

9. To review different quotations for building the
clubhouse.
10. To discuss maintenance of the clubhouse.
11. To discuss the rules on allowing outsiders in the
clubhouse.
12. To discuss the age of children for various activities.

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An agenda is a list of items to be discussed at a meeting.

It is usually sent to members along with the notice.

The items in the agenda should be arranged in a logical

order and should be within the scope of the business to be
transacted at the meeting.

Agenda

Compiled and Prepared by Heta Parekh

Compiled and Prepared by Heta Parekh
Specimen of Agenda

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A resolution is a formal expression of opinion by a meeting.
It is an act of resolving a problem.

Resolution

Compiled and Prepared by Heta Parekh

Compiled and Prepared by Heta Parekh
Compiled and Prepared by Heta Parekh
Resolution format
In the meeting held on _______________, at the society office
regarding the renovation of the clubhouse, members of the society
resolved the following:
1. The clubhouse renovation cost shall be paid by the builder.
2. A swimming pool shall be constructed in the clubhouse with the
permission of the BMC.
3. A state – of – the – art Gym shall be constructed for the members
of the society.
4. A lifeguard for the swimming pool and a trainer for the gym shall
be hired so as to avoid any unforeseen accidents.
5. A steam and sauna room can be developed for the senior citizens
keeping in mind the space allocation.
6. Separate changing / washrooms shall be constructed for gents
and ladies in the clubhouse.
7. While building the clubhouse the society will leave ample space
for a garden.
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1. Security cameras shall be installed in all parts of the clubhouse.
2. All the members of the society shall be given lifetime membership
cards to access the clubhouse.
3. Children below 10 years shall not be allotted any membership
cards as they would be accessing the clubhouse facilities with their
parents / guardians.
4. No membership cards shall be transferable to house helps and
watchmen for access to the clubhouse.
5. Incase of death / transfer of property / rented apartments; the
membership card shall become null and void and a new one shall
be issued to the new members.
6. All rules of the gym, steam and sauna and swimming pool should
be followed so as to increase the life of the clubhouse.
7. Separate meetings shall be held to discuss the renovations and
rules of the clubhouse.
8. These meetings shall be open to all members of the society but
they would not be mandatory.
Compiled and Prepared by Heta Parekh
End of the chapter

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marksick 1 2 3 4 5

questions

Stregnths and Tick

weakness
Role model Tick
Y do you want to leave Tick
your company
Achievemnt Tick

Stress Tick
10 years Tick
Y should we hire u? Tick
Ghjgjgjghg Tick
Hjgjghgj Tick

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Compiled and Prepared by Heta Parekh