EFFECTIVE COMMUNICATION

(uwb 10202)

Afendi bin
Zahari
(cf140222)

Muhammad
Bahjatuddin bin
Mohd Idris
(cf140117)

Norfarahim
binti Mohd
Salleh
(cf140064)

Nursakmawani
binti Abd Rafar
(cf140012)

The Outline. . .

1) How
To plan A
Meeting

2) Giving
Notice
For
Meeting

HOW TO PLAN A MEETING

Divided to 4 step
1)
2)
3)
4)

Preparation
Facilitation
Inspiration
Results

1) Preparation
Make sure your
meeting has a clear,
stated purpose, and an
agenda.

Preparation also means

attention to details
including room
bookings, catering,
equipment and the
others.

Participants are chosen

carefully, invited in
professional way and
given sufficient prior
information.

2) Facilitation

Facilitation
means that
someone or a
team is
responsible for
guiding the
meeting

, a plan for the

meeting is reflected
in the agenda and the
facilitator (or chair)
keeps things on time
and on track.

3) Inspiration

Inspiration is
probably the
most overlooked
aspect of
everyday
meetings.
All the attention
to detail and
process can push

Build in activity
that engage
participants, use
strategies to
generate
discussion, or
visual aids to
grab attention.

4) Results
Results means that every
meeting should be directed
toward one or more outcomes.

Achievements at one meeting

should be recapped in the next,
and so on.

Participants must feel that

something has been
accomplished, and they must
see all of their meetings as part
of the bigger strategy to involve
them in the future of the
organization.

Notice of meeting
The idea of sending a notice
of meeting is to ensure that
all participants are informed
of the meeting well in
advance by giving them the
date, time and location for
the meeting.

The chairperson is usually

responsible for the
practical arrangements of
sending a notice of
meeting.

 All of this is known as a Notice of

meeting and can take the form of a
memo, letter, poster, fax or email
communication