How To Conduct Meeting Summary

According to Merriam-Webster, “Meeting is a gathering of people for particular purpose.” Longman stated, “Meeting is an event at which people meet to discuse and decide things. Oxford Dictionary also stated that meeting is an occasion when people come together to discuss or decide something. Murphy and Hildebrandt said, “A meeting is a gathering of two or more people where purposive discourse occurs.” So, we can conclude that business meeting is a gathering of two people or more to discuse about business for particular purpose. The advantage of meeting are we could improve communication among colleagues, promote coordination, develop people, and help to get a job done. We have to manage the meeting as well, do not let the meeting useless, poor meeting only waste time and discourage people.

Here are the tips how to conduct meeting according to www.skillyouneed.com:

1.      The role of the chairperson:

in formal meeting, the chair person will tell what is the purpose of this meeting and remind members why they are here. Here are the generally procedure as this is impicit in the established etiquette:

·         The chair control the meeting.

·         All remarks are addressed through the chair

·         Members do not interrupt each other

·         Member aim to reach a concensus

·         A vote is taken if consescus is not reached

·         All member accept the majority dicision.

Another that, here are the things can do by the chairperson when summarizing the meetings:

·         Indicate progress, or lack of

·         Refocus discussion that has wandered off point

·         Conclude one point and lead into the next

·         Highlight improtant points

·         Assist the secretary if necessary

·         Clarify any misunderstanding

At the end the meeting, the chairperson would be remind the other member about what they have achieved and thank to them for their contribution in the meeting. And then the charperson would aslo arrange the time and date for the next meeting.

2.      The role of the members

The role of the member in the meetings are aslo fundemental to the success of the meeting. According to skillyouneed.com, here are the things that have to do for all of the participants at the meeting:

·         Undertake any necessary preparation prior to the meeting

·         Arrive on time

·         Keep an open mind

·         Listen to the opinions of others

·         Participate

·         Avoid dominating the proceedings

·         Avoid the conflict situations

·         Avoid side conversations which distract others

·         Ask question to clarify understanding

·         Note down any action agreed upon

·         After the meeting, undertake any action and brief others as appropriate.

3.      Some activities to do at the end of the meetings:

·          Declaring success or failure

·         Transitioning the solution to support

·          Archiving the project files

·         Conducting performance reviews

·         Reassigning the remaining project team members

·         Holding a project conclusion meeting

4.      Naration

Here is the naration about what are the member of the meeting do to conduct meeting summary:

At the end of the meetings, first of all the chairman would be open the question section. Then, the participant would be ask some of the question to clarify the missunderstood, and then the chairman would be answer it. After that they would make a deal, after make a deal they would conclude what is the result oh the meeting, they highlight the point and also tell it they are agreed or not with the result, if they are egreed, they would arrange the time and date for the next meeting if necessary. The chairperson would tell what they achieved and thank to all of the participant for their contribution in the meeting.