Asri, Ismadanti, Margaretha, Rahmaluttifah, Stacia, Talitha (3SA01)
A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement. Meetings may occur face-to-face or virtually, as mediated by communications technology, such as a telephone conference call, a Skype conference call or a video conference.
Meeting is also one of the major media of oral communication. It is essentially important for every organization. The basic objective of meeting is to take decisions on some predetermined issues. It has also some other purposes. The objectives or purposes of meeting are discussed below:
- To solve the problemAn important purpose of meeting is to provide solution to organizational problems. Problems that are critical and require opinions of most of the members of a board or council must be solved by calling meeting. In meeting diverse thoughts are found that help to face problem suitably.
- To give informationMeeting is arranged also to provide information to the audience about various matters of the organization. Audience also exchange information in meetings.
- As a democracy forumThe participants of the meeting are expected to participate in the problems that being discussed
- As a good coordination media between the participants of the meeting (employees) and the organization/ company
- As a negotiation mediaMeeting is also called for making negotiations between the conflicting parties through fruitful discussion. Sometimes employers and employees or trade union leaders sit in meeting together to reach on some agreement so that organizational activities can be run smoothly.
- As a media to forming regulations
Types of meeting
1. Based on its purpose
- Explanation meeting, a meeting that is held to give an explanation to the meeting participant. In explanation meeting, the meeting participant are not only listen the explanation from the meeting leader but also give a chance to ask question.
- Problem solving meeting, is a meeting to solve the problem that being faced. In this meeting, the role of the audience is important to give advice or opinion. The conclusion of all the idea or opinion of the meeting is the way to solve the problem.
- Negotiation meeting, a meeting that is held to negotiate a dispute or to find an alternative solution (win-win solution).
2. Based on its characteristics
- Formal meeting, is a pre-planned event where two or more people come together to discuss specific matters for the purposes of achieving a specific goal. Formal meetings have a formal agenda, conducted by a chairperson, and takes place at a pre-planned place at a particular time.
- Informal meeting, a meeting that is more casual and less planning is involved. Informal meetings have no formal requirements, have no agenda, and can take place anywhere, such as a restaurant or a coffee shop. Usually this meeting is held to discuss the unpredictable things which have to be solve right away. Therefore the audience attend the meeting by direct invitation.
- Open meeting, a meeting that is attend by all employees and the topic of the meeting is not confidential.
- Closed meeting, a meeting that is attend by only certain people and the topic of the meeting is confidential.
3. Based on its periods
- Weekly meeting, a meeting that is held once a week and it usually discusses about routinely matters.
- Monthly meeting, a meeting that is held once a month and it usually discusses about things that happened in the previous month.
- Evenly meeting, a meeting that is held once in 6 months. It usually discusses about things that happened 6 months ago and programs that will be held in the next 6 months.
- Yearly meeting, a meeting that is held once in a year. For examples, stakeholder meeting, councils meeting etc.
4. Based on its frequency
- Routinely meeting, a meeting that the time is already set. It is usually held frequently. For examples, weekly meeting, monthly meeting etc.
- Incidentally meeting, a meeting that is not scheduled first. It usually discusses about incident and important things that should be done together.
What makes a good meeting?
- Appreciate the opinion of the participants
- There is no monopoly in the meeting, all the participants of the meeting have the same rights to share their opinion
- The participants of the meeting must be properly prepared and be active to solve the problems that being discussed in the meeting
- The leader of the meeting must control the meeting in order to run conductively
- Giving an argument which based on facts, and not an emotional opinion
- Time discipline, means that the meeting runs exactly as meeting itinerary or stick to the agenda
What are the characteristics of a successful meeting?
1. Clarity of mandate, purpose, issues, and process
Clarity will help you to discuss and make decisions in a deliberate and confident manner.
2. Participation protocol and etiquette
The more contentious and the larger the meeting gets, the more important it is to establish participation protocol and etiquette. This will help to ensure fairness and will give the audience equal opportunities to participate and influence the group's decision.
3. Productivity and forward movement
A good meeting moves forward at an appropriate pace (not to fast and not too slow), allowing members to make timely progress along a predefined agenda. At the conclusion of such a meeting, members leave with a sense of accomplishment and renewed enthusiasm and commitment.
4. Flexibility and creative thinking
In a successful meeting a good balance is created between structure and flexibility establishing the structures for a meeting (agenda, time limits, participation protocol and etiquette) is important. At the same time, departures form a pre-established plan may be needed when a group is bogged down and is not making progress.
5. Quality discussions and decision making
The success of a meeting is ultimately measured by the quality of the decisions made in it.
6. Openness, listening and collaboration
If meeting time is to be spent in a meaningful way, members must come with an open mind. They should be prepared to learn from others, regardless of how new to the organization they are, and regardless of how objectionable their view may be. Everyone must work as a cohesive team, to advance mandate of the entire organization. The board interest must take precedence over any single interest that a member may represent or believe in.
7. Balance, inclusion, and equality
Balance in meetings means that an "even playing field" is created, whereby each member has the same opportunity to speak, share the thoughts, and influence the decisions. It means we must make it easy, comfortable, and safe for as many members as possible to participate. It does not mean everyone will speak, but those who have a new piece information or a fresh perspective to share will find an opening to do so.
8. Shared responsibility
Shared responsibility means that each member is proactive and empowered and knows when to speak up or take action and when to sit back and allow things to unfold. It also means that each member maintains high commitment levels to the organization and contributes willingly, actively, and enthusiastically towards achieving its mandate, without having to be asked to do it.
Shared responsibility also means that "suffering is optional". If a meeting is not going well and all the facilitator is doing nothing about it (or may even be worse) members should not suffer quietly. Instead, they should raise concerns about the issues and the decision-making process.
9. Variety and a light touch
Meetings can be varied, dynamic, engaging, and invigorating. They can even be fun. Variety can and should be introduced to help make a meeting an event to look forward to, not something to dread or want to avoid.
10. Logistical support
In a good meeting, no one notices the logistical details. Everything is there when and where you need it. The room setup is appropriate. The temperature is comfortable, the lightning level is just right, and the ventilation works. The room offers private and distraction-free environment. Audiovisual aids function like clockwork. Refreshment and meals are tasty, healthy, and sufficient, and are served unobtrusively, exactly when needed.
Clarity will help you to discuss and make decisions in a deliberate and confident manner.
2. Participation protocol and etiquette
The more contentious and the larger the meeting gets, the more important it is to establish participation protocol and etiquette. This will help to ensure fairness and will give the audience equal opportunities to participate and influence the group's decision.
3. Productivity and forward movement
A good meeting moves forward at an appropriate pace (not to fast and not too slow), allowing members to make timely progress along a predefined agenda. At the conclusion of such a meeting, members leave with a sense of accomplishment and renewed enthusiasm and commitment.
4. Flexibility and creative thinking
In a successful meeting a good balance is created between structure and flexibility establishing the structures for a meeting (agenda, time limits, participation protocol and etiquette) is important. At the same time, departures form a pre-established plan may be needed when a group is bogged down and is not making progress.
5. Quality discussions and decision making
The success of a meeting is ultimately measured by the quality of the decisions made in it.
6. Openness, listening and collaboration
If meeting time is to be spent in a meaningful way, members must come with an open mind. They should be prepared to learn from others, regardless of how new to the organization they are, and regardless of how objectionable their view may be. Everyone must work as a cohesive team, to advance mandate of the entire organization. The board interest must take precedence over any single interest that a member may represent or believe in.
7. Balance, inclusion, and equality
Balance in meetings means that an "even playing field" is created, whereby each member has the same opportunity to speak, share the thoughts, and influence the decisions. It means we must make it easy, comfortable, and safe for as many members as possible to participate. It does not mean everyone will speak, but those who have a new piece information or a fresh perspective to share will find an opening to do so.
8. Shared responsibility
Shared responsibility means that each member is proactive and empowered and knows when to speak up or take action and when to sit back and allow things to unfold. It also means that each member maintains high commitment levels to the organization and contributes willingly, actively, and enthusiastically towards achieving its mandate, without having to be asked to do it.
Shared responsibility also means that "suffering is optional". If a meeting is not going well and all the facilitator is doing nothing about it (or may even be worse) members should not suffer quietly. Instead, they should raise concerns about the issues and the decision-making process.
9. Variety and a light touch
Meetings can be varied, dynamic, engaging, and invigorating. They can even be fun. Variety can and should be introduced to help make a meeting an event to look forward to, not something to dread or want to avoid.
10. Logistical support
In a good meeting, no one notices the logistical details. Everything is there when and where you need it. The room setup is appropriate. The temperature is comfortable, the lightning level is just right, and the ventilation works. The room offers private and distraction-free environment. Audiovisual aids function like clockwork. Refreshment and meals are tasty, healthy, and sufficient, and are served unobtrusively, exactly when needed.
Sources:
Business Communication. 2015. What is Business Meeting? Purposes of Business Meeting.
http://bizcommunicationcoach.com/what-is-business-meeting-purposes-of-business-meeting/.
(retrieved on March 14, 2016).
Endang R., Sri, Sri Mulyani, & Suyetty. (2008). Modul Mengelola Pertemuan Rapat. Jakarta:
Penerbit Erlangga.
Mina, Eli. (2002). The Business Meetings Sourcebook: A Practical Guide to Better Meetings and
Shared Decision Making. New York: AMACOM (American Management Association).
U.S. Bureau of Labor Statistics. 2009. Meeting and Conventions Planners.
https://www.bls.gov/oco/ocos298.htm. (retrieved on March 14, 2016).
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