This document discusses different types of meetings, meeting styles, and tips for effective meetings. It describes various types of meetings including staff meetings, status meetings, one-on-one meetings, management meetings, board meetings, and ad hoc meetings. Meeting styles can be informal, formal, or electronic. Effective meetings involve planning, having clear objectives, keeping discussions on topic, and following up on assignments. Participating effectively means being prepared, engaged, and respectful of others.

1. PSYC 126
PERSONALITY ENHANCEMENT
Chapter 9 MEETING ESSENTIALS
Meeting
 Is a formal (or informal) assembly of two or more individuals who
come together to discuss one or more topics.
 To share information, assign tasks, discuss issues, make decisions,
solve problems, and plan for the future.
 Can be very productive or they can be a waste of valuable time.
Types of Meetings
1. Staff or Team Meetings
 Called by a team leader or manager for those who
report to that manager either directly or indirectly.
 Often held on a regular basis to keep the lines of
communication open within the team or work unit.
 Encourage two-way communication and are often
used to pull together information for decision making,
communicate problems or solutions, and provide focus
for the team.
 A team meeting could involve a team leader and four
team members, while a staff meeting could involve a
whole department or an organization’s entire
workforce.
2. Status Meetings
 Provides current information about something that is
ongoing.
 Typically called and led by a team leader, supervisor,
line leader, or some other person in charge.
 Generally involves one-way communication.
3. One-on-One Meetings
 Most frequent workplace meetings.
 Can take place between coworkers, supervisors and
their direct reports, employees and suppliers, or other
combinations.
 May be informal or formal.
 Can take place electronically as well as in person.
4. Management Meetings
 Meetings at which management or administrative staff
from various levels in the organization gather to report
on their areas of responsibility and learn about new
policies, procedures, and challenges.
 Usually held on a regular basis.
5. Board Meetings
 Meetings held for administrative purposes.
 These formal meeting involve members of boards of
directors of corporations or organizations or elected
officials of a government entity, such as a school
board.
 A board of directors is an elected or appointed body
that oversees the activities of a company or
organization.
 Board of trustees or board of governors, or simply the
board.
 Held at definite intervals (monthly, quarterly, etc.) to
consider policy issues and discuss major problems.
6. Ad Hoc Meetings
 Ad hoc is a Latin phrase which means “for this
purpose.”
 Called to address a specific issue or situation.
 Once the task is complete, the committee disbands.
 Temporary basis
 May meet only one time or several times, depending
on its purpose.
Frequency of Meetings
1. One-Time Meetings
 Can be held for several hours, an entire day, or span
several days.
 May involve a few individuals or an entire global
workforce.
2. Recurring Meetings
 Held periodically—every week, twice a month, once a
month, every year, and so on.
3. Series Meetings
 Similar to a recurring meeting, but the details differ at
each meeting.
 Held at the same time each month but the topic
discussed varies.
 Popular because they encourage individual input in an
informal setting, build team spirit, and strengthen the
knowledge base of employees.
Meeting Styles
1. Informal Meetings
 Staff meetings, team meetings, and status meetings.
 Sometimes held in conjunction with breakfast or lunch
to make the best use of workers’ time.
 Provide an opportunity to exchange information and to
identify and solve problems.
 Serve as a forum for decision making by consensus.
 Require planning, an agenda, and follow-up.
 Agenda is a list of topics to be addressed at the
meeting.
 Follow-up usually involves the need to take action
and/or send a meeting summary to all participants.
a. Impromptu Meetings
 Typically occur when people meet
spontaneously and have a conversation
about business matters.
 Setting may be a hallway, lunch or break
room, elevator, stairway, or even a
restroom, could take place everywhere.
b. Stand-up Meetings
 Held daily to provide a status update to the
team members.
 Some team meets daily around a
workstation or form a circle in an open
area.
 Making commitments to each other as a
team is the most important goal of daily
stand-ups.
 Usually held at the same time and place
every workday and are typically short (5 to
15 minutes).
 Held standing up to remind the participants
to keep to the point.

2. 2. Formal Meetings
 Structured event
 Requires extensive planning and has a predetermined
list of topics that will be discussed, along with a set of
objectives to be achieved at the meeting.
 Typical for public meetings, board meetings of elected
officials, corporate officer meetings, stockholder
meetings, union meetings, and other large-scale
meetings.
 Follows an established set of rules.
 Minutes, the written record of what takes place at the
meeting, are distributed to participants and in some
situations made available to the public.
3. Electronic Meetings
 Means of saving time, reducing travel costs, and
improving collaboration among employees who do not
work in the same location.
a. Voice and Video Chat
 Made possible through chat software.
 Enable people connected electronically throughout the
world to have an actual conversation with someone or
even chat face to face almost free of charge.
b. Teleconferencing
 Enables two or more people to hold a
meeting via a telephone or a network
connection.
c. Videoconferencing
 Also known as a video teleconferencing.
 Brings people at different sites together for
a meeting where they can see still or real-time
video images of each other.
4. Web Conferencing
 Used to conduct live meetings or presentations over
the Internet.
 A webinar (short for web-based seminar) is a specific
type of web conference that refers to a lecture,
presentation, workshop, or seminar transmitted over
the Web.
Participating in Meetings
 Be present
 Be prepared
 Be participatory
Following Up
TIPS FOR ATTENDING MEETINGS
Review these tips before you attend a meeting:
 Be alert; look confident and interested.
 Be courteous to other participants and to the leader.
 Be respectful of the thoughts, ideas, and opinions of others.
 Be willing to share your ideas.
 Don’t interrupt the comments of others.
 Don’t monopolize the discussion—others have important ideas
too.
 Don’t make critical remarks about the thoughts and opinions of
others.
 Don’t be defensive if others don’t agree with your ideas.
Plan the Meeting
 Clearly Identify Objectives
 Determine the Participants
 Determine Time, Place, and Equipment Needed
 Prepare the Agenda
Conduct the Meeting
 Start on Time
 Enlist the Help of Others
o Timekeeper
o Note taker
o Whiteboard Wrangler
 Discuss the Agenda Items
o Encourage everyone to contribute.
o Allow only one person to speak at a time.
o Keep the discussion on track.
o Maintain order.
TIPS FOR CONDUCTING MEETINGS
Review these tips before you conduct a meeting:
 Have a good reason for calling the meeting.
 Begin and end on time.
 Keep comments limited to the topic being discussed.
 Encourage everyone to participate, including those participating
electronically.
 Allow only one person to speak at a time.
 Assign further study by an ad hoc group if a discussion stalls.
 Make sure comments and discussions address issues, not
personalities.
 Do not take sides or show favoritism.
 Do not permit private discussions.
 Summarize all decisions and assignments.
 Close on a positive note.
Close the Meeting
 Summarize Actions and Responsibilities
 Ask for Evaluation Feedback
Follow-Up Activities
 Distribute a Summary or Minutes
 Evaluate the Effectiveness
 Verify that Assigned Duties are Underway
Reference:
Masters, L.A., et al. (2011). Personal Development for Work and Life. Cengage
Learning Asia Pte. Ltd.
Prepared by:
Mrs. Maria Angela L. Diopol
Instructor