Planning a Problem-Solving Meeting and opting out of meeting.

Planning is the most important in organizing a meeting. Some meeting can be replacing by a memo, e-mail or phone call. A survey done from middle and upper manager showed over 25 percents of meeting can be replacing from the previous mention. In some cases, meeting cannot be held because of:

• The matter could not be handle just as well over the phone.
• You could send a memo, email, or fax.
• key people are not available to attend.
• The subject would be consider trivial by many of the participants.
• Members are not prepared. 

Opting out Meeting

Here are some list of strategies to give excuse not to attend the meeting in an appropriate way:

• Provide written input.
• Suggest a productive alternative.
• Tell the truth. Explain the reason for not wanting to attend the meeting.

Conducting the Meeting

Conducting the Meeting


Conducting meeting grow from some important communication skills, issued efficiently,the tone is constructive and the quality of idea. Meeting begin with good start and give everyone a clear picture what is to be accomplished.


Beginning the meeting

1. Define the group how to reach the goal and last is set the stage for good teamwork. The goal of meeting is to make sure everyone in the meeting focus the meeting agenda.
2. Background information explains the context and give everyone clear picture what is discussed.
3. It's help member to understand the information outline the contributions that member can make during the meeting.
4. Other contributions can be made by everyone present. It's also can help the meeting will run.
5. The identify time constrains is to clarity how much time available to preview wasting time.Only to remind the group how much time can be spent in the meeting.

Mother cases, it can be useful to preview the time available for each agenda and also for the success meeting.




Member can be leader


Members also can play an important role in meeting. This following tips can be used by members of meeting:

• Ask that an agenda be sent out before the meeting or agree on an agenda at the beginning of the meeting.
• Ask for help at the beginning of the meeting. seek clarification on the meeting's goal.
• Be tactfully bold and suggest canceling an unnecessary meeting.
• volunteer to be a record keeper.
• suggest that a time keeper be appointed or volunteer yourself.
• Ask for help before the meeting closes.

If follow the guideline will get your meeting a good start.

Conducting business

Meeting no successful without committed talented participants.

1.     Parliamentary procedure is set of rules that govern the way group conduct business and make decisions in meeting.

2.     There are several situations when parliamentary procedure is when a group decisions will be of interest, when haste may obscure critical thinking, when emotions are likely to be strong. 

3.    Order of business is always good idea to have an agenda, under the rules of parliamentary procedure is; reading of the minutes, report, unfinished business and new business.

4.     Motions are a specific proposal for action. Good motions address a single issue in a brief, clear way. This procedure ensure that only those motions deemed worthy by at least two member are discusses by the group and also can be discussed and amended by other member.  

Following Up the Meeting

Meeting Follow-up can be best defined as the action made after
a gathering discussion, and its follow 3 step ;

1. Build an agenda for the next meeting.

• a smart leader have to plan what should bring for the next meeting.

2. Follow up an other members

•  this is to make sure whether the promised outcomes of a meeting actually occur.

3. Take care of your own assignments  

• everyone should know their responsibilities
• last minute of work sometimes give a poor result

Concluding the meeting

When to close the meeting

There are 3 condition when a meeting should be close

1. When the scheduled closing time has arrived.

• to prevent losing attention from the members
• to prevent losing of time

2. When the group lacks resources to continue. 

• if necessary person for the meeting not attend.
• not enough data or facts and need to continue in the next meeting.

3.  When the agenda has been covered.

• when the business has finished
• but if anyone of the

How to conclude a meeting

 A good conclusion has 3 parts.

1. Signal when time is almost up

• its important to warning everyone that the time is almost up
• give chance everyone to have final say.

2. Summarize the meeting`s accomplishments and future actions.

• review what information has been conveyed and 
• review what decision have been made.
• and lastly remind the members of their responsibilities.

3. Thank the group

• to show appreciate the group effort.
• to encourages good performance in the future.

Task #5 (Make a correction on sample of minute of meeting)

The next task for my group is to do correction on sample of minutes of meeting given by Mrs Hasmawati. We need to find the wrong verb tense and correct it and arrange it in the correct format for minutes of meeting. We being told to present it through this blog and also on a piece of paper. Well it has been done and you guys can check it out here.

Confirmation of minutes (2 /2004)

The minutes of the last meeting (2/2004) has been noted and approved as true record of the meeting with minor amendments on the numbering.

Proposed by:  1) Mr. Muzayin Alimon

                       2) Prof. Madya Dr. Wan Fuad Wan Hassan

Item 4.1

Topics: 

List of representatives from electronic manufacturers.

Discussion:

Prof. Madya Dr. Luay Expressed that USM have a compiled list of manufacturer.

Action:

Dr. Luay will email to secretary this list for onward action.

Person responsible:

Prof. Madya Dr. Luay

Item 4.2

Topics:

Specification for barites used in oil-well drilling and ISO 13500:1998.

Discussion:

Secretary reported that, ISO 13500:1998 petroleum and natural gas industries, drilling fluids material, specifications and tests have been forwarded to ISC H on petroleum and gas.

Action:

Members will be informed of the ISC H decision as soon as they had their next meeting, which are scheduled on late August / early September.

Person responsible:

Secretary

We decided to correct it and to put it in the simple format since that the information given are not to detail. Hopefully, all the errors has been corrected well. That's it for now till be continue....

Posted by: 

Hilmi :) 

Task #4 (How to write an effective minutes of meeting.)

Salam and Hi everyone.

For the next task for my group is to find information on how to write an effective minutes of meeting. After some research and studies i have done through website and English lesson books, I finally summarize every importance information on how to write an effective minutes of meeting from the research that I've done. You guys can check it out on the mind map that I have prepared for you. Well, let me explain how to write an effective minutes of meeting in my understanding.

A minutes of meeting are the instant written record of a meeting or hearing. They often give an overview of the structure of the meeting, starting with a list of those present, a statement of the various issues before the participants, and each of their responses thereto. They are often created at the moment of the hearing by a typist or court recorder at the meeting, who may record the meeting in shorthand, and then prepare the minutes and issue them to the participants afterwards. Alternatively, the meeting may be audio recorded or a group's appointed or informally assigned Secretary may take notes, with minutes prepared later. However it is often important for the minutes to be brief and concentrate on material issues rather than being a verbatim report, so the minute-taker should have sufficient understanding of the subject matter to achieve this. The minutes of certain entities, such as a corporate board of director, must be kept and are important legal documents.

The person who write minutes of meeting should:

1. Know the purpose of the minutes of meeting
2. Follow the right format
3. Keep concise
4. Keep it record 

This 4 important criteria should be considered by the writer before start to write it down. By following this criteria it can help you to write an effective minutes of meeting. 

Posted by:
Hilmi :)

Task #3 (What is Memo is all about).

Hye everyone! i`m Faiq Syukri , now its time for me to express my reflection about how to construct a effective memo, using a correct format and what should have inside the memo.

 I have learn something new about doing this work, when we want to do some memo calling for meeting, a good memo should : 

• grab readers attention.
• provide information,make recommendation, or asked for an action.
• explain for benefit to readers
• mention next step and deadline
• lastly as a convenient channel to communicate

there have many  type of memo like:

• information memo
• problem-solving memo
• persuasion memo
• internal memo

the component that should have inside a memo:

• who is calling the meeting?
• what is the purpose of the meeting?
• what`s on the agenda?
• date,time and location.
• is the meeting mandatory?
• will food be provided?
• and how long is the meeting?

Format of memo:
                                              COMPANY`S NAME

MEMO
TO: WHO?
FROM : WHO? 
DATE : WHEN THE TIME OF THE MEETING
RE : SUBJECT
_________________________

The contents or information in the memo.



Sample of memo