meeting nurfatin adibah binti zulkiflee a137009

7/28/2019 Meeting Nurfatin Adibah Binti Zulkiflee a137009

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NURFATIN ADIBAH

BINTI ZULKIFLEE

A137009



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.



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.



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.



• 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.



• 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.



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.



• 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



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.



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?”



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



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.



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.



• 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.



• 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



• 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



• 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



• 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

meeting nurfatin adibah binti zulkiflee a137009

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