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MEETINGS, MUHAMMAD MIRZA NAJMI BIN MOHD NAJIB (IB0102269) - Coggle Diagram

- - - - write a purpose statement for the meeting that answers the questions of what and why
      - determine results of attending the meeting
      - determine the desired outcome
    - - schedule a meeting for a time when most of the key people can be present
      - if key person couldn't make it, invite them to participate by speakerphone or such remote methods
    - - monday morning is often used to prepare for the coming week's work
      - the time of day and the length of the meeting can influence its outcome
      - Friday afternoon is often focused on completing the current week's tasks
      - include breaks in a long meeting
    - - meeting on someone's premises signal cooperation
      - meeting at neutral site make participants feel freer to participate
      - comfortable meeting at your own place
    - - agenda should be distributed to attendees a day or two before the meeting
      - agenda should list the attendees, meeting time and place, and the topics you plan to discuss
      - outline of what meeting will address
      - if includes presentations, list the time allotted for each speaker
      - indicate an approximate length for the meeting so participants can plan the rest of their day
      - Agenda (notice or memo)
        
        purpose of the meeting
        
        date and place of the meeting
        
        meeting start and stop times
        
        names of people invited
        
        instructions on how to prepare
    - - usually responsibility of secretary assigned by chair
      - good minute taker characteristics
        
        good time management skills
        
        objective
        
        good speaker
        
        knowledgeable
        
        good listener
        
        makes everyone feel comfortable
        
        works well with the chair