8/9/2010PROCEDURES BUSINESS COMMUNICATION MGT269 DOCUMENTS REQUIRED MEETING PURPOSE REQUISITES OF VALID MEETING TYPES Definition: “Meeting is an act or process of coming together; an assembly for a common purpose” 3 4 1 8/9/2010 Preparing for Meetings Decide on the purpose. Select participants. Choose an appropriate location. Set and follow an agenda. PURPOSE OF MEETING OBTAIN PROVIDE SOLVE INFORMATION INFORMATION PROBLEM MAKE AIR DEVELOP DECISIONS GRIEVANCE COOPERATION ADVANTAGES OF MEETING :♦BRING TOGETHER MORE INFORMATION ♦MAKE INFORMATION AVAILABLE TO EVERYONE ♦DEVELOP IDEAS AND FIND SOLUTION ♦IMPROVED COMMUNICATION ♦KNOW THE ATTITUDES OF EMPLOYEES ♦CREATE INVOLVEMENT AND INTEREST 5 Conducting and Participating in Meetings Keep the meeting on track Follow parliamentary procedure Encourage participation Close and follow up TYPES OF MEETING INFORMAL MEETING Called at short notice by notes or WOM Discuss emergency matters or problems No strict agendas or a record of minutes but considered a good practice for participation and valuable contribution (1) The Inaugural General Meeting (2) The Annual General Meeting (3) The Extraordinary General Meeting (4) The Committee Meeting (5) The Subcommittee Meeting FORMAL MEETING 7 Letter of notification At least a week before the meeting’s date Accompanied by an agenda Discussion are recorded/minuted 2 8/9/2010 b. a. The Inaugural General Meeting To decide the formation of a new society/ club/ organization Once decided, it should be formed The society‟s constitution are formulated The Annual General Meeting Held once a year To elect the officials of the committee To receive reports Give members an opportunity to speak c. The Committee Meeting Held to discuss day-to day affair Constitution is the society framework Objectives should be defined clearly Society‟s name, purpose, and number of executives must be stated Rules governing the procedure of the meetings Rules dealing with the members 9 d. and standing orders are also formulated The Subcommittee Meeting Held by members of general committee To perform task that does not require the attention of other committee members Can be conducted informally e. The Extraordinary General Meeting Called to discuss urgent matters which cannot wait until the 10 next AGM REQUISITES OF VALID MEETING 1. Management Meetings Attended by a group of managers from different department e.g. HRM, Finance, R&D, Production, Quality Assurance managers Discuss on specific matters, report on progress and received progress report Discuss on the launching campaign for a new product. PROPERLY CONVENED Requirements;1) Notice – sent 2) Notice given a least a few days before 3) Notice free from confuse or mistake 4) Notice must have all important details 5) Secretary must issue the notice PROPERLY CONSTITUTED Requirements;1) Chairman’s appointment valid 2) Have quorum to start meeting 3) Have quorum during meeting 2. Departmental Meetings Attended by head of certain sections in a department e.g. in Quality Assurance Department – head of document control section, quality control section, engineering section etc. Discuss on specific matters, information can be passed on and report received. 11 PROPERLY CONDUCTED Requirements;1) Held according with regulations governing the meeting 3 8/9/2010 DOCUMENTS OF MEETING AGENDA - List of items/programs in the meeting - Purpose:- give meeting direction and point to discuss 1. Notice To inform, remind members of the date, time and place of the next meeting. Remember to include; MINUTES - Official written account of meeting - Write by secretary -Must accurate, correct and free from ambiguity NOTICE The name of the society or group/company The heading „Notice of Meeting‟ The day, date, and time The place The signature, name and designation of the person issuing the notice (usually the secretary) The date notice is issued. - Summon or call person for meeting - Purpose :- inform about the meeting 14 26 Jalan Sura, 23000 Dungun (09) 848-7474 Fax: (09) 848-7475 www.arrow.com 2. Agenda NOTICE HRM DEPARTMENT A Meeting Of Staff Training Unit Will Be Held On Day: Date: Time: Place: Wednesday 27 August 2008 2.30 pm Committee Meeting Rooms A copy of the Agenda is attached *Attendance are compulsory. Please contact me if you cannot attend. Erli Erli Ella Secretary 20 August 2008 15 A list of items to dealt with at a meeting Arranged in list form and numbered, in order which topics are to be dealt with in order of importance Known also as a program for a meeting The chairman decides what items should be included The secretary prepares copies of it The secretary sends a copy to each member usually about a week before the meeting This enable members to think about the business that will be discussed at the meeting 16 4 8/9/2010 26 Jalan Sura, 23000 Dungun (09) 848-7474 Fax: (09) 848-7475 www.arrow.com AGENDA 1. 2. 3. 4. 3. 5. 6. 7. 8. 9. Chairman‟s open the meeting Apologies for absence Minutes of Meeting held on previous meeting Matters arising from the minutes: Raffles prizes Complaints about air-conditioning Technician‟s overtime Correspondence Report on computer training session Recruitment of Assistant Training Manager (report attached) Any other business Date, time, and place of next meeting. Minutes An official written record of a meeting Provide a grounds for taking action and record a history of transaction for future reference. Should have following items: - Title identifying the meeting, Time, venue Name of members present and absent Chairman address Minutes and matters arise of previous meeting Any correspondence or report Date and time next meeting Closing Signature of chairman and person who record the minutes AAG/ee 20 Aug 2008 17 18 26 Jalan Sura, 23000 Dungun (09) 848-7474 Fax: (09) 848-7475 www.arrow.com 26 Jalan Sura, 23000 Dungun (09) 848-7474 Fax: (09) 848-7475 www.arrow.com Minutes of the Staff Training Unit Meeting Date: Time: Place: Present: 1. 2. 3. 27 August 2008 2.30 pm Committee Meetings Room 5. 6. 7. En. Badri Ayie Pn. Nurdiyana A.R En Abdillah Jamal DUE DATE ACTION BY NO 4. DISCUSSIONS Matters Arising i. Raffles Prizes Has been distributed to all the winners on 4 Aug 2007 DUE DATE ACTION BY En. Nubairi Faris (Chairman) Pn. Erli Ella (Secretary) Pn. Shayu Zak DISCUSSIONS Chairman’s open the meeting Convey his thanks to all present Apologies For Absence No apologies were received Minutes of Last Meeting The chairman asked the members to correct an error on item 3.1 where the figure RM 1200 should read RM 12,000. After the correction minutes were approved and signed by chairman as a correct record. En. Khairul Amri En. Ikwan Karib ii. Complaints about the AirConditioning It has been repaired and the training room is much more comfortable & conducive for training. Done on 24 Aug 2007 NO 1. 2. 3. iii. Technicians overtime It was resolved that technician on duty after office hour be given overtime following the rate outlined by the HRM department. En. Ikhwan Karib Immediate Immediate Secretary 19 20 5 8/9/2010 26 Jalan Sura, 23000 Dungun (09) 848-7474 Fax: (09) 848-7475 www.arrow.com NO 5. DISCUSSIONS Correspondence 1. A letter from Cik Hafiza Mamat was read –congratulating the organizer for job well done & she had acquired a number of new computer skill that she couldn’t find anywhere else. 2. Secretary to reply the letter of thanks. Report on Computer Training Session Etc….etc…… Date, time of next meeting Saturday, 26 September 2008, 9.00am at the Committee Room. There being no further business, the meeting closed at 4.00pm ……………………………….. CHAIRMAN 20 August 2008 DUE DATE ACTION BY COMMITTEE MEETING By next meeting XXXXXXX Pn. Nur RA Pn. Nasreeja 5. 9. Pn. Nur RA All 10 • • • • • • • • • • Chairman calls the meeting to order and make the opening Attendance checked Minutes from previous meeting are read Matters arise from previous meeting considered Any correspondence is presented Reports are presented The business for which the meeting is called will be deal with Any other business matters The tentative date, place and time for next meeting will be fix Closing by chairman and thank the members ……………………… SECRETARY 20 August 2008 21 ANNUAL MEETING The Executive Committee The Standing Committee • • • • • • • • • • Chairman calls the meeting to order and make the opening Attendance checked Minutes from previous meeting are read Chairman give general view of the organization’s past year activities Secretary and Treasurer present their report Discussion Election of new officers and Executive Committee Special business will be discussed Any other business will be discussed Closing by chairman and thank the members The Joint Committee TYPES OF COMMITTEE The Subcommittee The Ad-hoc Committee 6 8/9/2010 2. The Standing Committee A Committee is a specified number of people to whom the members commit the management of the society. There are five types of committee 1. The Executive Committee Elected at AGM Leading committee in any organization To administer and be responsible to the society. Very wide executive power Consist of chairman, vice chairman, secretary, treasurer and others Ex-officio may also attend. 25 Appointed by the Executive committee to deal with the separate section of the work such as finance, education, welfare and public relations They are permanent committee whose members are appointed on one year basis, by the parent body The chairman of the standing committee is a member of the executive body and can make a report in the course of attending the meeting 3. The Sub-Committee Appointed by any committee for decentralization Small, specialized and purely advisory Automatically ceases when appointing committee goes out of office 26 4. The Ad-hoc Committee Appointed by any committee A temporary committee, appointed for a purpose Advisory function Exist until the work appointed is finished Sometime expert are appointed Set up by two or more societies to deal with similar problem Appointment made by executive committees Function to coordinate the work of various 27 organizations 5. The Joint Committee 7