perdev group meeting essentials

8/4/2019 PerDev Group Meeting Essentials

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Submitted to: Prof. La Torre

Submitted by:

GROUP 2

Chuyaco, Robbie Mar

Colonia, Edward

Cruz, Christian Mer

Del Rosario, John David

Del Rosario, Leslee Joy



MEETINGS

are an important part of the communication network in the workplace.

are a common way for employees to share information, discuss problems, and make decisions.

a meeting is a formal (or informal) assembly of two or more individuals who come together to discuss one or more

topics. Meetings are often held to share information, assign tasks, discuss issues, make decisions, solve problems, and

plan for the future.

TYPES OF MEETINGS

1. Staff or Team Meetings- Meetings that are typically called by a team leader or manager for those who report to that manager either directly

or indirectly are called staff meetings or team meetings.

- These meetings are often held on a regular basis to keep the lines of communication open within the team or workunit.

- Staff meetings encourage a two-way communication and are often used to pull together information for decisionmaking, communicate problems or solutions, and provide focus for the team.

2. Status Meetings- The word “status” means standing or condition. - This kind of meeting provides current information about something that is ongoing.- A status meeting is typically called and led by a team leader, supervisor, line leader, or some other person in

charge.

- It involves one-way communication, unless there are questions from the participants.

3. One-on-One Meetings- The most frequent workplace meetings.- These meetings can take place between co-workers, supervisors and their direct reports, employees, and

suppliers, or other combinations.- May be informal or formal.



4. Management Meetings- Meetings at which management or administrative staff from various levels in the organization gather to report on

their areas of responsibility and learn about new policies, procedures, and challenges.

5. Board Meetings- These are meetings held for administrative purposes.- These formal meetings involve members of board directors of corporations or organizations or elected officials of a

government entity, such a school board.- Meetings are typically held at definite intervals (monthly, quarterly, etc.) to consider policy issues and discuss major

problems.

6. Ad Hoc Meetings- Ad hoc is a Latin phrase which means “for this purpose”. - These meetings are called to address specific issue or situation.

FREQUENCY OF MEETINGS

1. One-Time Meetings- Can be held for several hours, an entire day, or span several days.- These meetings may involve a few individuals or an entire global workforce.

2. Recurring Meetings

- These are held periodically – every week, twice a month, once a month, every year, and so on.- These meetings usually include lectures and events that continue over several days, such as workshop and

seminars.

3. Series Meetings- Are held at the same time each month but the topic discussed varies.



MEETING STYLES

1) Informal Meetings- Provide an opportunity to exchange information and to identify and solve problems.- Also serve as a forum for decision making by consensus (agreement of most participants).- Like formal meetings, informal meetings require planning, agenda (is a list of topics to be addressed at the

meeting) and follow-up.a. Impromptu Meetings

-typically occur when people meet spontaneously and have a conversation about business matters.-impromptu meetings could take place anywhere; the setting may be a hallway, lunch or break room,elevator, stairway or even a restroom.

b. Stand-up Meetings - an informal team meeting held daily to provide a status update to the team member.- meetings are usually held at the same time and place every workday and are typically short (5 to 15minutes).

- they are held standing up to remind the participants to keep to the point.

2) Formal Meetings- Requires extensive planning and has a predetermined list of topics that will be discussed, along with a set of

objectives to be achieved at the meeting.- Formal meetings are typical for public meetings, board meetings of elected official, corporate officer meetings,

stockholder meetings, union meetings, and other large scale meetings.

3) Electronic Meetings- Technology makes it possible for individuals at various locations to meet as though they were in the same room.

- Electronic meeting have gained prominence as a means of saving time, reducing travel costs, and improvingcollaboration among employees who do not work in the same location.



Types of Electronic Meetings:

a) Voice and Video Chat- A popular form of communication via Internet.

- Enables people connected electronically throughout the world to have an actual conversation with someone oreven chat face to face almost free of charge.- A video of a person whom you are speaking can appear on your computer screen in a chat box that can be

enlarged so you can see the person’s expressions and gestures.

b) Teleconferencing- Enables two or more people to hold a meeting via a telephone or a network connection.- A teleconference is more sophisticated than a two-way phone conversation.

c) Video Conferencing

- Also known as video teleconferencing.- Brings people at different sites together for a meeting where they can still see or real-time video images of eachother.

1. Point-to-Point Video Conference- A simple conversation between two people in private offices.- Each participant has a computer with an attached video camera, microphone and speakers.

2. Multipoint Video Conference- A video conference that involves several sites with people in virtual conference room at different sites throughout

the country or around the world.- Requires a special telecommunication arrangements and a special room at each end.

d) Web Conferencing- Is used to conduct live meetings or presentations over the internet.- In a web conference, each participant sits at his or her own computer and is connected to other participants via the

Internet.- Participants can use an application on each person’s computer or a web -based application where the attendees

simply enter a URL to join the conference.



- Many web-conferencing applications allow screen sharing, document sharing, and comment sharing.- A webinar (web-based seminar) is a specific type of web conference that refers to a lecture, presentation,

workshop, or seminar transmitted over the Web.

Three “BPs” of Participating in Meetings

Be Present - You must consider the meeting a serious commitment.- You should be on time or early.

Be Prepared - Whether the meeting is formal or informal, get ready for it by assembling the items that you need to bring to the

meeting and preparing yourself mentally.

Be Participatory - To participate means to contribute or take part – to become involved.

TIPS FOR ATTENDING MEETINGS Be alert; look confident and interested Be courteous to other participants and to the leader. Be respectful of the thoughts, ideas and opinions of others. Be willing to share your ideas. Don’t interrupt the comments of others. Don’t monopolize the discussion – others have important ideas too. Don’t make critical remarks about thoughts and opinions of others. Don’t be defensive if others don’t agree with your ideas.



Steps in Planning a Meeting:

1. Clearly Identify Objectives2. Determine the Participants

3. Determine Time, Place, and Equipment Needed4. Prepare the Agenda5. Conduct the Meeting

Guidelines for Conducting a Meeting:

1. Start on Time- Meetings should start and end on time.- Starting and stopping on time shows a respect for everyone’s time – including your own.

2. Enlist the Help of Others- Meetings run more smoothly when the organizer enlists others to help handle the details.

Timekeeper: makes sure the meeting starts and stops on schedule, reminds facilitator when agendaitems are going over their allotted time.

Note Taker: records actions taken at the meeting and distributes minutes as needed. Whiteboard Wrangler: writes ideas on the whiteboard during brainstorming sessions.

3. Discuss the Agenda Items- As the leader of the meeting, it is your responsibility to guide the discussion so that the agenda items are covered

and the objectives are met. Encourage everyone to contribute. Allow only one person to speak at a time. Keep the discussion on track. Maintain order.

4. Close the Meeting - Meeting should not just “end”. It is important to give thought to the final moments of a meeting.



Tips for Conducting Meetings:

Have a good reason for calling the meeting.

Begin and end on time.

Keep comments limited to the topic discussed.

Encourage everyone to participate, including those participating electronically. Allow only one person to speak at a time.

Assign further study by an ad hoc group if discussion stalls.

Make sure comments and discussion address issues, not personalities.

Do not take sides or show favoritism.

Do not permit private discussion.

Summarize all decisions and assignments.

Close on a positive note.

perdev group meeting essentials

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