Hourly Cost For Meeting

Several studies and analysis which has been done by researcher shows from 90000 working days, 42 percent of time was spent in meetings. Businesspeople from United State spend and average of half their time attending meeting that take place between 11 to 20 million each days. 4.4 million hours per year are spend by a single corporation’s manager. A survey done by a marketing research company showed, a quarter of the meetings are pointless. This unproductive meeting cost about 37 million US dollar per year. Based on the statement from the Senior Consultant at American Consultant and Training, William R. Daniel state that, “meetings matter because that’s where an organization’s culture perpetuates itself”.

 

Types of Meeting

 

An effective meeting consists of several type of it. They are information-sharing meeting where people meet to exchange information regularly, problem-solving or decision-making meeting. This type of meeting usually is to determine the solution on certain issues or problems. And last but not least, the ritual activities where a social function is far more important than any definite task.

SETTING AN AGENDA

Meetings without agenda like a ship at sea without destination or compass. An effective meeting should have a well prepared and planned agenda. The agenda items can come from group leader, minute of meeting, group members or even a committee reports. An agenda should be written document that followed its format. This include,

• time,
• length, 
• location, 
• participant,
• background information, 
• item and goal.

In order to manage an effective meeting, some criteria should be considered. Time play an important role in it. It should be use efficiently, tone is constructive and an idea is good. All of this can be achieved from good communication skills. Usually a meeting should start with an objective of the meeting. Then followed by the effort to reach its goal and finally the stage is set for good teamwork.

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 :)