Notes 1 Meeting

8/8/2019 Notes 1 Meeting

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2006 UNITAR All Rights Reserved

BUSINESSBUSINESSCOMMUNICATIONCOMMUNICATION

-- MEETINGSMEETINGS --


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MEETINGSMEETINGS

The act or process or an instance ofThe act or process or an instance of

coming together; an encounter.coming together; an encounter.

An assembly or gathering of people, asAn assembly or gathering of people, asfor a business, social, or religiousfor a business, social, or religious

purpose.purpose.


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MEETINGSMEETINGS

Business Meetings Stage performanceBusiness Meetings Stage performance

Lights!Lights!

Camera!Camera!Action!Action!


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MEETINGSMEETINGS

Theatrical ConceptTheatrical Concept

AudienceAudience

ObjectiveObjective

StageStage


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MEETINGSMEETINGS

OBJECTIVESOBJECTIVES

Solve problem collectivelySolve problem collectively

Make decisionsMake decisions

Generate ideasGenerate ideas

Discuss issues requiringDiscuss issues requiring

certain skills/expertisecertain skills/expertise


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MEETINGSMEETINGS

TWO TYPESTWO TYPES

FormalFormal InformalInformal

Specific NoticeSpecific Notice

Specific AgendaSpecific Agenda

Short noticeShort noticeNo agendaNo agenda

No minutesNo minutes


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MEETINGSMEETINGSTypes ofTypes of

CommitteesCommittees


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MEETINGSMEETINGS

Committees are teams that

study issues and in charge of

various decisions made


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MEETINGSMEETINGS

FIVE COMMITTEES

Ad HocJoint

Standing

Executive

Sub Committee


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COMMITTEECOMMITTEE

OBJECTIVESOBJECTIVES

Ensure effectiveness ofEnsure effectiveness ofoperationsoperations

Monitor operationsMonitor operations

Identify issues to reviewIdentify issues to review

Enable members toEnable members to

develop specialiseddevelop specialisedknowledgeknowledge

Gather & evaluateGather & evaluate

informationinformation

Recommend solutionsRecommend solutions


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COMMITTEECOMMITTEE

EXECUTIVE

SampleSample


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COMMITTEECOMMITTEE

EXECUTIVE

backbone of an organisationbackbone of an organisation

elected at the Annual General Meeting (AGM)elected at the Annual General Meeting (AGM) also known as EXCO Memberalso known as EXCO Member

conducts the official businessconducts the official business-- activities as longactivities as long--

range planning for the organization, managingrange planning for the organization, managingthe budget, planning and executing activities atthe budget, planning and executing activities at

the annual meetingthe annual meeting

make decisions on behalf of the Boardmake decisions on behalf of the Board


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COMMITTEECOMMITTEE

STANDING

Why haveyou hiredthesechairswithout takingmypermission - themeeting today isof ourstanding committee!


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COMMITTEECOMMITTEE

STANDING

permanent bodies with specific responsibilitiespermanent bodies with specific responsibilities aid the parent assembly in accomplishing itsaid the parent assembly in accomplishing its

duties, usually by provided focused attention onduties, usually by provided focused attention on

one particular subject matterone particular subject matter

appointed on yearly basis by theappointed on yearly basis by theEXCO MemberEXCO Member

Chairman is usually an EXCO memberChairman is usually an EXCO member


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COMMITTEECOMMITTEE

AD HOC


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COMMITTEECOMMITTEE

AD HOC

a temporary committee, mostly unofficial

created for a one-time purpose e.g. to

investigate an issue or to focus on examining

a specific subject

most created with a deadline by which theymust complete their work, or expire.


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COMMITTEECOMMITTEE

JOINT


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COMMITTEECOMMITTEE

JOINT

representatives appointed from two orrepresentatives appointed from two ormore societiesmore societies

having the same agenda or problems tohaving the same agenda or problems to

look intolook into


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COMMITTEECOMMITTEE

SUB COMMITTEE


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COMMITTEECOMMITTEE

SUB COMMITTEE

small groups appointed by any committeesmall groups appointed by any committeeto function in specific taskto function in specific task

subset to a committeesubset to a committee


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COMMITTEECOMMITTEE-- Members & RolesMembers & Roles --


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COMMITTEECOMMITTEE

MEMBERS

Treasurer

Members

Secretary

Chairperson


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MEMBERMEMBER

CHAIRPERSON


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ROLESROLES

Chairperson

Conduct the meeting accordinglyConduct the meeting accordingly

Ensure the group accomplishes theEnsure the group accomplishes the

objectives of the meetingobjectives of the meeting

Ensure that results and decisions areEnsure that results and decisions aremade known to the meetingmade known to the meeting

Maintain orderMaintain order


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ROLESROLES Special PowersSpecial Powers

Chairperson

Remove a disorderly memberRemove a disorderly member

Adjourn the meetingAdjourn the meeting

Give final rulings on points andGive final rulings on points and

proceduresprocedures

Use a casting vote when deadlockUse a casting vote when deadlock

occursoccurs


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MEMBERMEMBER

SECRETARY


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ROLESROLES

Secretary

To prepare Notice & AgendaTo prepare Notice & Agenda

To prepare & duplicate all copiesTo prepare & duplicate all copies

of minutesof minutes

To have all relevant documents andTo have all relevant documents andfilesfiles

To record details of meetingsTo record details of meetings


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MEMBERMEMBER

TREASURER


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ROLESROLES

Treasurer

To be responsible for the financialTo be responsible for the financial

welfare of the organisationwelfare of the organisation

To keep relevant documents and filesTo keep relevant documents and files

pertaining to financial matterpertaining to financial matter


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MEMBERMEMBER

MEMBERS


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ROLESROLES

Members

To be well preparedTo be well prepared

To participate in the discussionsTo participate in the discussions

To be aware of agenda to be

To be aware of agenda to bediscusseddiscussed

To be involved & committedTo be involved & committed


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-- THANK YOUTHANK YOU --

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Notes 1 Meeting

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