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7/28/2019 Meeting Nurfatin Adibah Binti Zulkiflee a137009
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NURFATIN ADIBAH
BINTI ZULKIFLEE
A137009
7/28/2019 Meeting Nurfatin Adibah Binti Zulkiflee a137009
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Identify the purpose
and desired outcomes
of the meeting.
Determine if the
meeting is necessary or
if the issues can be
addressed outside of ameeting
In your agenda, you
should state your goal
for the meeting.
You should cover the
most important things
in your meeting.
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Identify and invite only the necessary and appropriate
people for the meeting
• Make sure all attendees can contribute.
Communicate the meeting’s purpose and desired
outcomes to all attendees.
• Schedule guests who don’t need to be at the entiremeeting, which can be an incentive to stay within
the meeting’s time limits.
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Organize meeting venue.
• Provide the agenda and any other supporting
documentation
Ensure the comfort, quietness and set-up of the space
before the meeting.
• Provide water or other refreshments when
possible.
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• Include items to be discussed, and then for each itemspecify the person leading the discussion, the desiredoutcome, and the estimated time.
• Provide meeting evaluation time and documentation
(if applicable).
• Limit number of items to a reasonable amount forthe meeting’s timeframe
• Be realistic about the timeframe for each item.
• Schedule breaks periodically for longer meetings.
• Make sure to follow your meeting plan. If themeeting starts to go off course or off topic, steer the
meeting back to the topic at hand.
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• Designate a meeting leader who understands meeting principles
• Open meeting with setting or reviewing ground rules and reviewingthe agenda
• Once the meeting time arrives, start the meeting.
• Maintain focus and keep meeting moving at comfortable pace.
• Summarize discussion and recommendations at the end of eachlogical section.
• Make a note of any follow-up actions that can be resolved outsideof the meeting and move on to next point.
• Review issues discussed at the meeting and identify each actions
step with those responsible for the step and the timeframe.• Solicit agenda items for the next meeting.
• Lead evaluation discussion or collect written evaluations.
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Designate a timekeeper who will work
with the meeting leader to keep the pace.
Start and end on time,
regardless of late attendees.
Periodically check the time
estimates for each item.
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• Request that all pagers and cell phones be turned to silentor vibrate.
• Establish a policy disallowing electronic communicationsduring the meeting.
• Start and stop on time.
• Determine that each participant’s opinion should berespected.
• Encourage participation and openness.
• Ask questions for clarity.• Be careful about tangents – stay focused. Don’t interrupt.
• Invite and give meaningful feedback.
• Talk about difficult topics within the team at the table.
GROUND RULES
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Make detailed minutes when the record is important and
simple lists of decisions made and actions to be taken
Designate a
note-taker
Capture key
points for each
item, highlight
anything that will
be deferred untila future meeting.
Include
timeframes for
action steps.
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Have each attendee
evaluate the meeting, using
a round-robin, written, or
open discussion approach.
Ask questions such as “whatcan we do better next
time?” and “what parts of the meeting worked well?”
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Return readable or typed minutes to attendees within 24 hours if possible
(same day is even better).
Be consistent with meeting habits.
Give out any assignments or instructions before closing, and
end on time
Be sure to thank everyone for their attendance and participation.
FOLLOW UP
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Effective leader is goal
oriented. While they may beinvolved in various tasks a
day, they do not get bogged
down and help the team
solve the problem.
Effective team leaders need
to remain positive, even inthe face of adverse
conditions. This indicates the
leader calm in all business or
work.
Strong leader. They do
not sit too long
considering the differentoptions before making a
decision. These saves
precious times in the
organization’s goals are
achieved.
Leaders must know how to
motivate team members. if the
team is under pressure of work,
leaders must know how to pleasehis teammates.
Effective leaders know that career
growth is a never-ending process.
They are excited to learn new
ways to help themselves and their
team, and regularly attend
seminars and conferences.
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Leaders need to know when to
take calculated risks. The risk of
not doing anything greater than
take a chance.
Effective leader is
communication, allowing teammembers the right to know what
they need to know when they
need to know. They communicate
clearly, quickly, and in a way that
leaves little room for confusion..
Great leaders know the
importance of compromise. They
do not fool you into thinking that
they will meet each goal, andknow when to sacrifice a little in
favor of the larger goal.
Finally, the group leaders
effectively have perseverance.
They do not let small obstacles
keeping them and their teamsfrom carrying out their duties.
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• Have a clear understanding of the purpose and
goals of the group.• Looking to the future and plan for the future.
• Achieve a high level of communication.
• Initiate and carry out troubleshooting.
• Be objective about the function.• The balance between productivity and the needs
of the individual.
• Share leadership responsibilities.
• Feel free to express your feelings and thoughts if there are any problems
• Have a high degree of unity.
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• Using efficient ability of different members.
• Stick to the important issues.
• Recognize that way cannot be separated from ends.
• Understand the value and limitations of democraticrule.
• Do not blame others if not meeting deadlines or work.
• If the team gives an idea though opposite, do notcontinue pushing.
• Current team members give their views, listen andfocus.
•Use polite language and tone of proceedings of coursenot.
• Share suggestions, ideas, solutions andrecommendations to the members of your team
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• I definitely think that
...
• I really believe that ...
• I am convinced that ...
• I believe that ...
• In my opinion...
• In my opinion, ...
• It seems to me, ...
• It is a fact that ...
• The fact is ...
• I know for a fact that ...
• It has been shown that...
• I want to say
something about ...
• I would like tocomment on ...
• Can I add something? It
seems to me that ...
ENTERING A
DISCUSSIONSTATING A
FACT
STATING A
STRONG
OPINION
STATING AN
OPINION
7/28/2019 Meeting Nurfatin Adibah Binti Zulkiflee a137009
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• I'm sorry, but I do
not agree…
• I'm afraid I do notagree…
• With all due
respect, ...
• I agree…
• I think so too…
• I think you're right… • I totally agree (with
you)…
• I tend to agree (with
you)…
• I agree (with you) in
parts, but ...
• I would like to
know your
opinion about
this…
• I would like to
hear your viewson this subject….
• What do you
think?
• How do you see
this?
• I would thinkthat ...
• I think that ...
• I'm not sure, but...
• I may be wrong,but ...
STATING AWEAK OPINION
ASKING FOR ANOPINION
SHOWINGDISAGREEMENT
SHOWINGAGREEMENT
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• I'm sorry, but I
oppose the
proposal.
• I'm sorry, but I
cannot support theproposal.
• I'm sorry, but I do
not think that is a
good idea.
• To be honest, I
think that would be
a big mistake.
• That's an excellent
suggestion.
• That sounds good.
• Good idea.
• I propose that we ...
• I say that we need
...
• Maybe we should...
• Why do not we ...
• (I'm sorry) What
do you mean?
• Can you be more
precise?
ASKING FOR
CLARIFICATION
MAKING A
PROPOSAL
OPPOSING A
PROPOSAL
SUPPORTING
A PROPOSAL