Question

Your scenario: You are a member a small engineering firm with a staff of 8. Your team meets every Wednesday morning for a meeting to review projects and activities.Engineers provide updates on projects and discuss problems they are having; the boss throws out new project ideas, and everyone enjoys some social time, chatting about hobbies and families.

Frequently, these meetings run well over an hour and don't always get very much accomplished. What to do? Your employer, the owner of the firm, seeks you out because of your strong writing ability and asks you to solve a problem. These folks are all highly paid, and meetings that don't accomplish much are still costing the firm a lot of money...like the equivalent of one 8 hour day a week! (over 400 expensive man and woman hours a year)!

Your task:

1. Find out how to conduct effective meetings and write up a policy/procedure (i.e. directive) memo to the staff about how meetings will be conducted in the firm to be efficient and cost-effective. Consider as well what communications should/could be handled outside the meetings or in other ways. Here's a link to how to conduct a meeting that may be helpful! This is only one of many that are available to you just by searching.

2. Create a meeting agenda/minutes template for conducting and recording minutes...be creative and use the table tools in Word, NOT a template you find!!!!! Remember, you are creating the guidelines for the meeting rules YOU are setting.

The following link might be helpful...

http://projectmanagementhacks.com/meeting-tips/

Answer 1

If a club follows the correct procedures for a meeting, they will tend to flow smoothly, run on time and be an effective and fair source for decision making. In some cases, there are no defined procedures at all and in other cases the procedures are defined and restrictive.

Meeting procedures are set up to:

• Improve the efficiency in the conduct of the business of the meeting while giving protection to the rights of members present.

• Enable every person in the meeting to have an equal right to be heard and to have the opportunity to have their viewpoint considered.

• Enable every person present to have an equal right to vote on the issues and to help in the decision making. Make sure that your club members are aware of the meeting procedures and kept informed of any changes.

As the question said I’m working in an engineering firm so the procedure that I’ll follow will be like this: -

• Make the arrangements for meeting like place is to be silent and more efficient for meeting so that the people won’t fall asleep.
• Send adequate notice of the meeting to all concerned and if they didn’t able to attend the meeting for some reason then I’ll provide some number so that they contact them for meeting information.
• Collecting reports from other staff members, what they done during this week what problem they faced, what help they needed.
• Making a report of the previous week so that each member should know what we done in previous week.
• Might arrange a guest speaker so that he can collaborate with us and maybe we won’t distract form the topic which we have to discuss.
• Time management should be their like: -

1. Tell them why they are here, explain them what is going to be happen in this meeting.
2. Starting from boss new project idea, he’s going to take time and people will ask question in his project idea.
3. Now each one of us working in a project so they will speak about there projects and if they were facing some problems then they will discuss with us.
4. Conclude the meeting as well as explain them what firm needed from employee in this upcoming week.

After the meeting some of them are going to discuss what happen in meeting or some may just discuss their personal stuff. Those things can’t be solved it’s a human nature they do what they have to do but as in meeting they have to do that work which was discussed and they have to do that in a week.

AGENDA FOR MEETING

The purpose of the Agenda is to provide a structure to the meeting and provide information to the board as to what issues are to be discussed. It is recommended that the request for Agenda items is circulated one week prior to the meeting. All committee members should submit Agenda items at least 4 days prior to the meeting to allow the Agenda to be circulated prior to the meeting Purpose of the Agenda. Items of Importance are brought forward before the meeting. No items are missed out at the meeting. Members and guests know what will be dealt with at the meeting. Constitution and standing Orders are complied with. Members and guests know of their direct involvement participation and responsibilities in the meeting.

Name	Every Wednesday Meeting
Purpose	To discuss some new ideas as well as discussion of some issue regarding projects.
Time for Meeting	Meeting will take place at 10am sharp in the morning till 12pm.
Venue	At the conference hall.
Date	14th march 2018
Attendees	Each and every staff member Guest is coming to conduct this meeting
Agenda Item	Introduction and purpose of meeting (15min) Boss new project idea (30min) Questions on this idea (15min) Discussion on project which are currently going on. (30min) Problems they faced during project. (15min) Conclusion of meeting. (15min)
Person leading	Vikas Dwivedi

If someone isn’t able to come for meeting they will contact me I’ll explain them everything