Meetings

By.
Ilukor Geresom

Lecture notes on Meetings.By Ilukor

22.04.2020 1
Geresom,School of Hygiene-Mbale
 Introduction
• Meetings are an important part of health work
especially because when the work is with rural
communities.
• Meetings are of many kinds and can have
different purposes.
• There can be large public meetings and small
meetings.

Lecture notes on Meetings.By Ilukor

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Geresom,School of Hygiene-Mbale
 Definition of a meeting
• It is an act or process of coming together as an
assembly for a common purpose.
• A meeting is a gathering of two or more people
that has been convened for the purpose of
achieving a common goal through verbal
interaction, such as sharing information or
reaching agreement.
• Meetings may occur face to face or virtually, as
mediated by communications technology, such as
a telephone conference call, a skyped conference
call or a videoconference
Lecture notes on Meetings.By Ilukor
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Geresom,School of Hygiene-Mbale
 Types of meetings
• The types of meetings include ;
• Formal
• Informal meetings
• Problem-solving meetings
• Decision-making meeting
• Planning meeting
• Feed forward (status reporting and new
information presentations) meetings
• Feedback (reacting and evaluating ) meetings
• Combination meetings
Lecture notes on Meetings.By Ilukor
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Geresom,School of Hygiene-Mbale
 Other types of meetings
• Common types of meeting include:
• Investigative Meeting, generally when conducting a
pre-interview, exit interview or a meeting among the
investigator and representative
• Work Meeting, which produces a product or intangible
result such as a decision
• Staff meeting, typically a meeting between a manager
and those that report to the manager
• Team meeting, a meeting among colleagues working
on various aspects of a team project

Lecture notes on Meetings.By Ilukor

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Geresom,School of Hygiene-Mbale
 Other types of meetings (cont.)
• Ad-hoc meeting, a meeting called for a special purpose
• Management meeting, a meeting among managers
• Board meeting, a meeting of the Board of directors of an
organization
• One-on-one meeting, between two individuals
• Off-site meeting, also called "offsite retreat" and known as an
Away day meeting.
• Kickoff meeting, the first meeting with the project team and
the client of the project to discuss the role of each team
member
• Pre-Bid Meeting, a meeting of various competitors and or
contractors to visually inspect a jobsite for a future project.
Lecture notes on Meetings.By Ilukor
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Geresom,School of Hygiene-Mbale
 Preparing meetings
• When preparing for a meeting it is useful to
check the following items:
• 1. Purpose
• 2. Main subject matter -that is the idea (s) to
discussed in the meeting.
• 3. Type of the meeting that is whether it is a
small meeting or a large meeting , whether it
is a formal meeting or an informal meeting
Lecture notes on Meetings.By Ilukor
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Geresom,School of Hygiene-Mbale
 Preparing for meetings (cont.)
• 4.Persons expected and the size of the meeting;-
this depends on the subject matter to be
discussed.
• 5.Place and time : this should be convenient to
all people.
• 6.The convener and the organizer :
• A Convener is a person who call people together
for a meeting. The organiser may be the same
person as the convener and may be a Health
worker.
Lecture notes on Meetings.By Ilukor
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Geresom,School of Hygiene-Mbale
 Preparing for meetings(cont.)
• 7.Annoucements or information regarding the
meeting;
• All those concerned should be told well in
advance by way of invitation letters and
announcements.

Lecture notes on Meetings.By Ilukor

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Geresom,School of Hygiene-Mbale
 Conducting a Meeting
• The following factors must be taken into
consideration when conducting meetings:
• 1.Communication: the quality of the meeting
depends on the quality of communication that is
takes place in the meeting.
• 2.The role of the chairman:
• The chairman must keep the meeting to its
purpose, must controls the time ,keeps order and
should allow participation by all members.
Lecture notes on Meetings.By Ilukor
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Geresom,School of Hygiene-Mbale
 Conducting meetings (cont.)
• The chairman must also keep the discussion
going on.
• 3.Controlling the time;
• The time for the discussions and questions
must be controlled.
• All meetings must a definite time limit.

Lecture notes on Meetings.By Ilukor

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Geresom,School of Hygiene-Mbale
 Committee meetings
• A committee meeting is a special type of
meeting.
• A committee is a group of people appointed by
another group of people or by some person (s).
• Types of committees
• The are generally two types of committees
namely Advisory committee and executive
committee and they may be permanent or
temporary.
Lecture notes on Meetings.By Ilukor
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 Committee meeting (cont.)
• Committee rules and procedures.
• There must be clearly laid down rules and
procedures and these include;-
i. Powers and duties
ii. Membership
iii. Voting
iv. Arrangements for meetings
v. Procedure i.e. how business is to be conducted.
Lecture notes on Meetings.By Ilukor
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Geresom,School of Hygiene-Mbale
 Key people in a meeting
• Chairman ;
• Convenes the meeting
• Leads the meeting
• Calls on the meeting to order
• Secretary;
• Records the committee decisions

Lecture notes on Meetings.By Ilukor

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Geresom,School of Hygiene-Mbale
 Main events recorded by the Minute
Secretary.
• The names of the members presents
• The names of any visitors
• The names of members who were absent and
of those who apologised for their absence.
• The exact wording of any decisions taken
• Summaries of discussions leading to these
decisions.
• The date of the next meeting.
Lecture notes on Meetings.By Ilukor
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Geresom,School of Hygiene-Mbale
 Order of business
• Chairman calls the meeting to order
• Announces members who have given their
apologies.
• Introduces new members
• He recognises any members who may be present.
• The secretary reads the minutes
• Members can raise questions about accurancy
and completeness

Lecture notes on Meetings.By Ilukor

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 • The End

Lecture notes on Meetings.By Ilukor

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Geresom,School of Hygiene-Mbale