slide 1 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Content of this lesson  Final tutorial on Time Varying Signals  Meeting Skills o Holding Meetings o Documenting Meetings o Practice Meeting  Brain Storming Techniques o Concept Maps o Practice examples

slide 2 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Holding Meetings  In this lesson, we will look at the process of holding meetings  Within the session we will : 1. consider the purpose of a meeting 2. consider the format for a meeting 3. hold some simple meetings 4. discuss meetings further 5. hold a meeting to plan an activity

slide 3 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking What is a Meeting ?  A gathering of people to agree an outcome o outcomes are usually policies, action plans, ideas  The meeting must have clear objectives  There must be an outcome from the meeting  The outcome should define future actions  Avoid wasting peoples time in meetings o avoid unnecessary discussion, avoid topics which affect only a few in the group, delegate to working groups to report back

slide 4 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Types of Meeting  Seeking Agreement o make sure people move in the same direction o resolves differences of viewpoints o informs members of what is happening  Creative or Brainstorming o to generate new ideas for a group of people  Team Meetings o to review a teams progress o to agree the way forward

slide 5 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Creative Meetings  Objective is to create new ideas  Create an atmosphere for sharing ideas  Don’t be critical of the views of others o people who are criticized are less likely to express their views and stop thinking creatively  A ‘wild idea’ from someone may trigger a new idea in another person  Don’t try to evaluate the ideas in the meeting o collect a list of ideas and let people consider them outside the meeting

slide 6 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Brainstorming Techniques  We need a way to record ideas generated  A linear list is good for developing a line of thought but can stop you generating new ideas  Concept Map is a free format that can be easily extended  Example: Why I Chose this Course

slide 7 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Exercise Generate a Concept Map to show : “What Factors Affect your Ability to Study” Don’t Evaluate Ideas (15 minute exercise)

slide 8 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Evaluating Outcome  Having gathered all the ideas, then evaluate them  This can be done in a form of Team Meeting  This is the time to discuss the different viewpoints  Avoid being confrontational – stay objective

slide 9 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Evaluating the Mind Map  Hold a simple meeting to review the Concept Map  Objective Rank the 5 most important factors  Consider all the points on Mind Map, evaluate significance of each form your list of 5 make sure all members agree Hand in your list (15 minute exercise)

slide 10 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Second Mind Map  Return to your group for second exercise.  Generate a Concept Map for: “What Will We Talk About in Our Presentation”

slide 11 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Team Meetings Team Meeting should :  Define the team’s current goals  Confirm the role of each team member  Set out the action plan  Make it clear what each member will do  (review strengths and weakness of team)  Discuss team problems / weaknesses

slide 12 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Membership of Meeting  Chairman - Sets Objectives and Controls meeting Keeps the meeting Moving and Relevant  Secretary - Records the key points raised and Produces written record (minutes)  Members - Include key decision makers, A balance of viewpoints

slide 13 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Structure of the Meeting - Overview  Preparation o Chose membership, clearly identify topics to be dealt with, set objectives  Call the Meeting o Tell members the time and place, Give notice  Hold the Meeting  Confirm Agreements made o Produce minutes with actions highlighted o Circulate to all members o Copy to interested parties.

slide 14 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking The Meeting Itself  Chairman o Open the meeting (review previous actions) o State Objectives of Meeting o Pass over to first speaker  Members o discuss issue raised o Chairman to summarised decision if no decision, defer for consideration (don’t waste time)  Chairman directs to next issue  Close the meeting  Agree date and actions for next meeting

slide 15 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Structure for Minutes  What, when & where was the meeting  Who was present  Brief statement of points raised (point form)  Statement of actions agreed, showing who is responsible o person responsible for action is usually shown in right margin  Date of next meeting

slide 16 Project 1 Lab 8 T&N3311 PJ1 Information & Communications Technology HD in Telecommunications and Networking Meeting to Discuss Presentation  Objectives of Meeting: 1. To agree on 1 sentence that summarizes your presentation 2. To Assign Tasks and Timescales for the Preparation for the Talk  Outcome is a set of minutes recording your solution to the objectives