Conducting Effective Meeting

This session is conducted by Assoc. Prof. Mohd Khir Ashari. This session is important as it might come to one of our task if someday (in full of hope) we are the corporate leader in the industry we are in.

Meeting is important to make decision, to know whether the meeting is invalid or not (because whatever goes out from the meeting will become invalid if the meeting itself invalid) and to conduct it legally and efficiently.

Good news about meetings -> empowering, great way to communicate, development of work skills and leadership, and morale boosting.

Bad news about meetings -> may not have focus, have too many meetings, attendees may be unprepared and most of it are time wasted.

THREE GOLDEN RULES (Validity of a meeting)

• properly CONVENED - must send notice of a meeting, must know whom to come, if there are 1000 people, each one must get the notice. The notice includes place, date, day, time, business to transact, kind of meeting and date of the notice. It must be signed by an authorized person.

• properly CONSTITUTED - to muster a quorum and to maintain a quorum. No irregularity of the chairman's appointment.

• properly HELD- chairman must ensure the meeting is properly ascertained.

We also learn the roles of a chairman (duties, qualifications) and how a chairman can be removed.

Other important aspect of a meeting is also the AGENDA of the meeting. It must be in a 'bell curve' structure, where a meeting is held with a light agenda following through a heavier one, and end the meeting with another light agenda.