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Types and Preparation of Meetings

This document discusses meetings, including their purpose, types, frequency, objectives, preparation, and documentation. A meeting is a gathering of two or more people to share information or reach agreement through discussion. There are different types of meetings, such as ad hoc meetings, board meetings, and kickoff meetings. Meetings can occur once or repeatedly on a set schedule. Objectives should be set to keep participants focused on accomplishing goals. Effective preparation includes determining the need for a meeting, its purpose, time limits, and frequency. Documentation for meetings includes notices, agendas, minutes, and identifying chair and secretary roles.

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Inzi Gardezi
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72 views9 pages

Types and Preparation of Meetings

This document discusses meetings, including their purpose, types, frequency, objectives, preparation, and documentation. A meeting is a gathering of two or more people to share information or reach agreement through discussion. There are different types of meetings, such as ad hoc meetings, board meetings, and kickoff meetings. Meetings can occur once or repeatedly on a set schedule. Objectives should be set to keep participants focused on accomplishing goals. Effective preparation includes determining the need for a meeting, its purpose, time limits, and frequency. Documentation for meetings includes notices, agendas, minutes, and identifying chair and secretary roles.

Uploaded by

Inzi Gardezi
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPTX, PDF, TXT or read online on Scribd

Salalah college of Technology

Meeting
Name Sudents

Introduction

A meeting is a gathering of two or more people


that has been convened for the purpose of
achieving a common goal through verbal
interaction, such as sharing information or
reaching agreement.

Types of meetings
Ad hocmeeting, a meeting called for a special

purpose
Boardmeeting, a meeting of theBoard of
directorsof an organization
Investigative Meeting, generally when
conducting a pre-interview, exit interview or a
meeting among the investigator and
representative
Kickoff meeting, the first meeting with the
project team and the client of the project to
discuss the role of each team member

Meeting frequency options


Since a meeting can be held once or often, the
meeting organizer has to determine the repetition
and frequency of occurrence of the meeting.
Options generally include the following:
Aone-time meetingis the most common meeting
type and covers events that are self-contained.
Arecurring meetingis a meeting that recurs
periodically, such as an every Monday staff
meeting from 9:00AM to 9:30 AM. The meeting
organizer wants the participants to be at the
meeting on a constant and repetitive basis.

Meeting Objectives

Formulating a set of objectives in the meeting


preparation is the first and most important
step because having a purpose of goal for the
meeting will keep the participants focused on
what they need to accomplish in that session.
The objectives have to be realistic and
measurable to become achievable.

How to prepare meeting


Ask the big question The big question to ask before any

meeting is scheduled is, Do we need to meet?


Determine a win The meeting will be more successful if

before the meeting begins the purpose is clear. Ask the


question, What do we need to accomplish in the meeting
for it to be successful?
Decide on a time limit and frequency- I get very bored after

an hour. Some of our meetings, such as our bi-weekly staff


meetings take longer, but as a rule, I like shorter rather than
longer and less frequent rather than more frequent.

Document needed in meeting


Notice, agenda, quorum, minutes, chairperson,
secretary.

Agenda of Meeting
Anagendais a list ofmeetingactivities in the
order in which they are to be taken up, by
beginning with the call to order and ending
with adjournment.

Conclusion
Meeting is an opportunity to reflect on the
project and examine what can be learned that
will help the team members and other project
teams in the future. Heres how you might
structure one.

In the End I will thanks to you all


to see my project presentation.
Hope you like its, thank you.

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