HM SECRETARY

HANDLING MEETING

Ø  Definition

            Meeting is a formal communication that be arranged in groups. The meeting would like to hold if a director wants to get a suggestion from her employee.

Ø  Kinds of Meeting

1.      Based on purpose

#    Explanation meeting is a meeting that be arranged to deliver an explanation for member of meeting.

#    Solution of problem meeting is a meeting that be arranged to get a solution of problem that be happened.

#    Negotiation meeting is a meeting that be arranged to avoid a conflict.

2.      Based on Characteristic

#    Formal meeting is a meeting that be arranged by planning that suitable with the correct rule.

#    Informal meeting is a meeting that be arranged without invitation and happened incidentally in every where and every time.

#    Uncovered meeting is a meeting that could be presented all member of organization and the matter is not secret.

#    Closed meeting is a meeting that be arranged for circle appointed in organization, usually the matter that should be discuss is secret.

3.      Based on time measure

#    Weekly meeting is a meeting that be arranged weekly to discuss a general problem.

#    Monthly meeting is a meeting that be arranged monthly

#    Semester meeting is a meeting that be arranged once in 6 month to evaluate the result of work, look for and decide next plans for next 6 month.

#    Yearly meeting is a meeting that be arranged once in year to evaluate execution and result of plan in short measure and long measure.

4.   Based on frequency

#    Regular meeting is a meeting that be arranged regularly.

#    Incidental meeting is a meeting that arranged without plan because there is a problem that should be discuss immediately.

5.      Based on Name

#    Job meeting is a meeting that be arranged for employee and director to discuss about the matter that be connected with execution work.

#    Department meeting is a meeting that be arranged for discuss a matter of office or work.

#    Work discussion is a meeting to discuss a matter that connected with job.

Ø  Terms of meeting

a.       Situation is open, it means every member is ready to receive information from everyone.

b.      Participation active, it means all member should be a good speaker and listener and appreciate each other.

c.       Controlled, the meeting can called good if a leader of meeting can directed the situation of meeting.

d.      Question are clear and concise, question can be understand to other people who answer it.

e.       Avoid monopoly, if happened monopoly in a meeting, the situation would be hard, monotone and participant would be passive.

Ø  Functions and purposes of meeting:

1.      for complete one of terms of rule

2.      for giving information

3.      for giving solution of problem

4.      to doing conference or make relation

Ø   Meeting arrangement

      a. Preparing of Administration

            # Arrange the agenda of meeting

            # Decide the participant of meeting

            # Make invitation letter

            # Make present list

            # Prepare the material of meeting

            # Prepare tools of meeting

      b. Preparing of meeting room

            # Setting of light

            # Setting of ventilation

            # Place of tools

            # Setting of chairs

            Example of meeting room:

            a. For 10 People

 

            b. For 20 People         

                                                 A        N

 

                                                                                                                                

 

                                                   

 

c. For 26 People

                                          A     N

 

d. For 28 People

      c. Preparing for consumptions, usually in a meeting need consumption.  If the meeting hold a few hours, we should prepare a snack.  But if the meeting hold for a long time, we should prepare a food.

Ø   Execution of meeting

A.    Opening, usually opening of meeting would be opened by the director directly.  Opening can be start salutation.

B.     Job division, actually job division would be needed if scope of matter is large.  There are two group: group to give solution and group formulation

C.     Discussion, here the leader and notulist would be lead and write matter and also give conclusion that should be reported in Plenum meeting.

D.    Plenum Meeting, In this meeting all of participant will be back to discuss the result of discussion.

E.     Formulation, after the plenum meeting is finish, formulation group will be formulate the result of plenum meeting, so that will be manuscript that systematic and logic.

F.      Decision, recheck all result of meeting before reproduction

G.    Reproduction, is copying result of meeting that fixed.

H.    Distribution