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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 --