Curriculum Vitae and Letter of Application

1. Letter of Application

Depok, 17 September 2016

Attention to:

Head of Languange Laboratory

Gunadarma University

Dear Sir/Mam,

According to the notifications from Language Laboratory Recruitments that I found, I would like to apply as an assistant in Language Laboratory. I hereby inform you about myself :

Name                          :  Annisa Nadyastiti

Place, date of birth     :  Watampone, July 11^th 1996

Education                    :  5^th Semester in English Literature Major in Gunadarma University

Address                       :  Jl. Seruni 3, Barak A, RT03/RW11, Kst Amjiattak, Kelapa Dua, Depok

Phone                          :  085796871371

E-mail address            :  anisa1713@gmail.com

I enclose here :

1.     Curriculum Vitae

2.     Recent photograph 3x4 (1 pcs)

3.     Photocopy of the latest GPA

4.     Photocopy of residency card (1 pcs)

5.     English certificates

I would be grateful if you would like to give an opportunity to interview. I would like to tell you in detail about my competencies.

Sincerely,

Annisa Nadyastiti

2. Curriculum Vitae

Business Communication Task 6

Negotiation in Business Communication Skill

1. What is negotiation?

The word ‘negotiation’ was defined by several sources. According to BussinessDictionary.com, negotiation is a bargaining (give and take) process between two or more parties (each with its own aims, needs, and viewpoints) seeking to discover a common ground and reach an agreement to settle a matter of mutual concern or resolve a conflict.
Meanwhile in her website beyondintractability.com, Maiese (2003) defined negotiation as a discussion between two or more disputants who are trying to work out a solution to their problem.

1. This interpersonal or inter-group process can occur at a personal level, as well as at a corporate or international (diplomatic) level. Negotiations typically take place because the parties wish to create something new that neither could do on his or her own, or to resolve a problem or dispute between them.
2. The parties acknowledge that there is some conflict of interest between them and think they can use some form of influence to get a better deal, rather than simply taking what the other side will voluntarily give them.
3. They prefer to search for agreement rather than fight openly, give in, or break off contact.
4. When parties negotiate, they usually expect give and take. While they have interlocking goals that they cannot accomplish independently, they usually do not want or need exactly the same thing.
5. This interdependence can be either win-lose or win-win in nature, and the type of negotiation that is appropriate will vary accordingly. The disputants will either attempt to force the other side to comply with their demands, to modify the opposing position and move toward compromise, or to invent a solution that meets the objectives of all sides. The nature of their interdependence will have a major impact on the nature of their relationship, the way negotiations are conducted, and the outcomes of these negotiations.
6. Mutual adjustment is one of the key causes of the changes that occur during a negotiation. Both parties know that they can influence the other's outcomes and that the other side can influence theirs. The effective negotiator attempts to understand how people will adjust and readjust their positions during negotiations, based on what the other party does and is expected to do.
7. The parties have to exchange information and make an effort to influence each other. As negotiations evolve, each side proposes changes to the other party's position and makes changes to its own. This process of give-and-take and making concessions is necessary if a settlement is to be reached. If one party makes several proposals that are rejected, and the other party makes no alternate proposal, the first party may break off negotiations.
8. Parties typically will not want to concede too much if they do not sense that those with whom they are negotiating are willing to compromise. The parties must work toward a solution that takes into account each person's requirements and hopefully optimizes the outcomes for both. As they try to find their way toward agreement, the parties focus on interests, issues, and positions, and use cooperative and/or competitive processes to come to an agreement.

2. What are the negotiation styles? Explain!

There are 5 types of negotiating styles that are described by Dr. Kenneth W. Thomas and Dr. Ralph H. Kilmann:

• Competing (I win – You lose)

This is one of the most used styles in negotiating. This style is primarily concerned with only on their own needs. They often use a variety of tactics, some those tactics are manipulative such as attacks, threats, and other aggressive behavior to achieve their objectives. Their concern for the relationship is low. This style is most effective when results are needed quickly, or you are certain there is no room for negotiation.

• Accommodating (I Lose – You Win)

This style of negotiation is all about the relationship with the other party. Negotiators, who follows this style believes that in order to get what they want, they have to give everything to the other party and maybe they will do the same thing in return. But often, negotiator of this kind, give away too much too soon and tend to neglect their needs in favor of helping the other side get what they want.  Examples of this style are when a person knowingly injures another person and willingly offers to pay all medical expenses hoping the injured party does not sue.

• Compromising (I Lose / Win Some – You Lose/ Win Some)

This style is common when both of the negotiating parties have a strong relationship and high level of trust. Compromising style is also common when there is a short period of time in making the decision. This style values the relationship and acknowledges that there is a loss but it is better to compromise then completely lose. A compromising style results in both parties getting more or less half of what they originally wanted. This style should not be confused with Collaborating (I win – You win).

• Collaborating (I Win – You Win)

In the Collaborative style, the negotiators are innovators. They recognize that both parties have needs that must be met and focuses on using problem solving methods to find creative solutions and satisfactory agreements. Negotiators with this style, tend to be assertive about their needs and cooperative with the other side. It needs to be recognized that this style of negotiating is somewhat wonderful ideological because in reality it is high on resources and time.

• Avoiding (I Lose – You Lose)

This style can be called as the ‘passive aggressive style’. The user of this style is unassertive and uncooperative. They do not immediately pursue their own concerns or the other parties nor do they ever address the conflict. This style is characterized by sidestepping, postponing, and ignoring the issue or situation. While this is in play, mutual resentment builds and cracks to total breakdown of the relationship may occur. But, this style can be useful when the stakes of a negotiated outcome are not worth the investment of time or the potential for igniting conflict. Moreover, it is effective when avoidance of the situation or issue does not greatly affect the relationship and short term task is not important to either party.

3. Explain the negotiation process!

Steps of the Negotiation Process
The negotiation process can essentially be understood as a four-stage process. The four stages of the negotiation process are preparation, opening, bargaining and closure.

Stage 1: Preparation
Preparation is instrumental to the success of the negotiation process. Being well-prepared generates confidence and gives an edge to the negotiator. Preparation involves the following activities:
(i) Gathering Information: One needs to learn as much as one can about the problem and ascertain what information is needed from the other side. Understanding clearly the issues involved is also needed.
(ii)  Leverage Evaluation: Evaluation of one’s leverage and the other party’s leverage at the outset is important because there may be a number of things one can do to improve one’s leverage or diminish the leverage of the other side.
(iii)  Understand the people involved: It is important to know the people with whom the negotiation is to take place. An understanding of their objectives, roles and the issues likely to be raised by them will facilitate better handling of the situation during the negotiation process.
(iv) Rapport: It is helpful to establish a rapport with the opponent during the early stages, that is, before the bargaining process begins is helpful. This was, one can determine early on how cooperative the opponent is going to be.
(v) Know your objectives: Clarity of objectives is absolutely essential. It needs to be decided in advance how much you are willing to concede to the opponent and what your priorities are. All arguments and justifications should be ready.
(vi) Type of negotiation: Anticipate the type of negotiation expected, that is, ascertain whether it will be highly competitive, cooperative or something unusual; whether the negotiation will be face to face, by fax, through a mediator, or in some other manner.
(vii) Plan: Decide on the negotiation approach and plan accordingly.

Stage 2: Opening Phase
Here the two sides come face to face. Each party tries to make an impression on the other side and influence their thinking at the first opportunity. Psychologically, this phase is important because it sets the tone for the negotiation to a large extent. It involves both negotiating parties presenting their case to each other.

Stage 3: Bargaining Phase
The bargaining phase involves coming closer to the objective you intended to achieve when you started the negotiation. In this phase, the basic strategy is to convince the other side of the appropriateness of your demands and then persuading the other party to concede to those demands. For this, one needs to be logical in one’s approach and frame clearly-thought-out and planned arguments.

Stage 4: Closure Phase
The closing phase of a negotiation represents the opportunity to capitalize on all of the work done in the earlier phases. The research that has been done in the preparation phase, combined with all of the information that has been gained is useful in the closing phase. It also involves the sealing of the agreement in which both parties formalize the agreement in a written contract or letter of intent. Reviewing the negotiation is as important as the negotiation process itself. It teaches lessons on how to achieve a better outcome. Therefore, one should take the time to review each element and find out what went well and what needs to be improved.

4. What are the characteristics of negotiation?

THERE ARE CHARACTERISTICS IN NEGOTIATION, SUCH AS :

1) CONFRONTATION BETWEEN PLAYERS
The negotiation is presented as an activity of change, a meeting sponsored by the parties. These players can represent their own interests or defend the interests of a group, the role of negotiators in the latter case is much more complex due to the implementation of the mandate and expectations about their behavior on the one hand, and the need for agreement another, depending for that confidence margin were told. This situation generates what is called dual membership.

2) THE CONCEPT OF DIVERGENCE
The meeting between the parties is a voluntary process designed to resolve differences. The voluntary nature of it means that the parties may choose to join or not the process to settle their differences and accept any outcome.
There is always the desire not to agree, but sometimes incurring heavy losses for both sides, precisely to avoid the encounter is promoted because the protagonists depend on a decision that involves them, which a priori is not taken when deliberating, this is because there is a range of views regarding this decision that concerns them.
In this sense, negotiation is a joint exercise of decision-making, generally , we would say that the negotiations preceding a potential conflict precisely intervening to end hostilities.

3) NEGOTIATED ORDER
As for where scoping exercises , we see that negotiation occurs in all kinds of social system contributing to its continuity. In any social system, even in the most repressive, the established order is always a negotiated order in so far as the decision of a party involves the agreement of other parties who have some power over the first. This phenomenon is found in all models of society as a way of permanent connection. Negotiation enables articulate, organize and perpetuate various forms of social interaction, nations negotiate as do governments, employers and trade unions, parents and children. As noted Chalvin, negotiation emerges as one of the last attempts to maintain social connections .

4) MIXED RELATIONS OF MOTIVATION
In the dynamics of the negotiation are involved the concepts of divergence and cooperation. The effort to resolve their differences and reach a decision on the distribution of resources among the parties involved embark on a social relationship in which both together common and divergent interests, where the parties have simultaneously confronted with incentives to cooperate and incentives to compete.
Through negotiation, the parties resolve the dilemma competition – cooperation while maintaining or improving their positions and thereby protecting it from other groups or individuals. They get so keep conflict within acceptable limits, trading in this sense is not a debate, it’s a conversation without order.
Negotiating conflict is playing cooperation, the product of negotiation is formalized in terms of commitment representing roughly calculated result of a series of reciprocal concessions.

5) POWER RELATIONS
Is required in any case of a power relationship between the parties to the negotiations for this result arises. This relationship can be statutory order, the standard hierarchical can say who must negotiate and who is not.
The standard may be charismatic staff, may represent that power in their area (the oldest place). It can be as a phenomenon of competence on the matter. You can also represent someone who is the result of an alliance of interests between the parties.
As noted Chalvin, it is necessary to negotiate when the reasons do not require power, we would say that is not traded on principle, negotiations with a given situation of the parties .
Without any power relationship between the parties one of the parties could take unilaterally imposed obligation to the other. When the power of one is greater than the other negotiation has no reason to be and will be replaced by domination.

6) INTERDEPENDENCE RELATIONSHIP
According to social exchange theory of Thibaut and Kelly, dependency exists when an actor results are determined by interpolation between their behavior and that of others. Based on this principle suggests that negotiation arises from two circumstances :
The scarcity of resources creates competition among those who need the same resources on one side and the other an unequal allocation of itself that creates the need for exchange between the parties the different resources needed by each. This theory has also been studied by BACARACH LAWLER .
Rubbin, summarizes the character of relationships in defining negotiation that negotiation is ultimately the very interdependence of the parties.

7) PROCESS THAT IS IN THE PERCEPTION OF THE STARS
Trading relations between the parties, involving efforts to influence perception and the other party assessment of the situation made by tactics such demands, threats, concessions, promises, in fact each party uses its perceptual abilities to disrupt the opponent’s tactics, while the latter conveys the impression you created. The critical tactical. Is to manipulate the perception of power through tactics such as exaggeration, the boasts and argumentation.
The negotiation about creating a mutually acceptable definition of the relationship of power that will be the most beneficial way possible for each. At the end of the process each party is motivated to comply with mirror image received from the other party.
Each actor, you need two sets of skills to persuade the other hand the direction of boast. On the one hand the need to project or put in the place of another and otherwise pose a situation consistent with self – projected image.

8) PURPOSE ACCURACY AND PERFORMANCE MARGIN
If negotiation is an encounter between the protagonists, the result of confrontation during a deviation observed, requires each party holds a target to attack and leeway to reduce divergences.
It is necessary to have resources for concessions, a situation typical of negotiation is to be tactically prepared. Armed with arguments from the competitive and the cooperative aspect concessions.

9) IS A PROCESS PARAMETERS INVOLVED IN TWO ANTAGONISTIC
The negotiation is replaced by one side in the existence of cooperation for the sake of the survival of the system. On the other hand in maximizing the goals and interests of each party. This individual desire to maximize the interests and collective desire to achieve an equitable, cooperative aspect involves a conflict of the parameters involved.
In this respect the loyalty and organizational integration are key elements sought to develop consensus ideology by advocating that the survival needs of the negotiation is binding on all the others and that each party has to avoid instability and maximize loyalty for the bargaining power is strong, consistent and durable.

10) Externalized NEGOTIATION OF CONDUCT SOME SEQUENTIAL PATTERNS
The pattern of relations during the negotiation is sequential rather than simultaneous . The whole point is that given sequential assessment exchanges, decision, down to an acceptable result.

5. Explain the positive & negative effects in negotiation!

Positive :

• Having more confidence and higher tendencies to plan to use a cooperative strategy
• Negotiators who are in a positive mood tend to enjoy the interaction more, show less contentious behavior, use less aggressive tactics and more cooperative strategies
• Negotiators with positive effectivity reached more agreements and tended to honor those agreements more.
• Increasing satisfaction with achieved outcome and influences one's desire for future interactions. 

Negative :

• Competitive strategies and to cooperate less can reduce joint outcomes.
• Anger disrupts the process by reducing the level of trust, clouding parties' judgment, narrowing parties' focus of attention and changing their central goal from reaching agreement to retaliating against the other side.
• If the negotiators is angry and pay less attention to the opponents' interest, it achieves lower joint gains.
• Because anger makes negotiators more self-centered in their preferences, it increases the likelihood that they will reject profitable offers.

Sources:
http://www.beyondintractability.org/essay/negotiation
http://www.businessdictionary.com/definition/negotiation.html
http://www.managersdoor.com/topic/top-5-have-you-got-a-style-negotiating-style/
https://viaconflict.wordpress.com/2012/12/16/five-negotiation-styles/
http://www.managementstudyhq.com/characteristics-and-steps-of-negotiation-process.html
https://seminarionegociointegral.wordpress.com/2013/09/10/characteristics-of-a-negotiation-situation/
http://academlib.com/3047/management/positive_affect_negotiation

Business Communication Task 5

Name : Annisa Nadyastiti

NPM : 11614383

Class : 3SA01

Subject : Business Communication

How technology affects communication positively and negatively?

In my opinion, in positive way, by technology people can communicate easily with each other. For example, I can communicate with my mother who lived in Papua easily by phone compare to send a letter by post office. Beside of that people can communicate to new people from around the world without going to their country. People can also learn about other country directly by having a friend form other country. We can learn about their life in their country, language, food, and many things. 

While on the negative side, people that use technology to communicate will have a problem when he or she communicate directly. Especially when talking in English, people usually reading message without being followed by proper language practice will have difficulties when talking to foreigner. They will get nervous when talk to foreigner. Beside of that, with the existence of technology, some people will be introvert. For example people that used to communicate with their family, when he or she know about technology, he or she will be often see her or his smartphone.

Why listening is such a big challenge for most people? Explain by giving answer!

Because in my opinion, if you don’t listen well to someone who is talking, you will not understand the goal of the communication. That’s because the goal of communication is to send information from sender to receiver. If the receiver didn’t hear it clearly, there will be a miscommunication between them. The receiver may do something different from what sender have said.

Meeting Invitation: Make a Logo of Company

PT. CIPUTRI PROPERTY

Jl. Margonda Raya No. 100, Pondok Cina, Depok 15324

Phone : (021) 7524381 F a x : (021) 7772823

Website: ciputriproperties.com

20^th April 2017

Subject : New Logo Design

To         : Marketing Staff

Dear Marketing Staff,

I would like to invite you all to attend the meeting to discuss our new logo which will be held on:

Date                            : 27^th April 2017

Place                           : Conference Room

Time                            : 08:00 a.m. – 10:00 a.m.

The purpose of this meeting is to talk about the forming of a new logo for our company. Your own opinions and ideas will be really appreciated so I hope all staff can attend this meeting.

Please make sure that you are on time for the meeting.

Regards,

Feilina Ayu Ananda

(Marketing Manager)

Meeting Invitation Letter

PT. CIPUTRI PROPERTY

Jl. Margonda Raya No. 100, Pondok Cina, Depok 15324

Phone : (021) 7524381 F a x : (021) 7772823

Website: ciputriproperties.com

 14^th April 2017

Subject: Invitation for welcoming new employees

To: Marketing and Financial Department

Dear Staff,

I would like to advise everyone that we have two new members in our company. Feilina Ayu Ananda and Annisa Nadyastiti will be our new marketing manager and accountant.  Both of them will be joining us effective 1^st of May 2017. Please join us at 4 p.m. in the main conference room for some refreshments and light snacks to meet Feilina and Annisa, and welcome them to the company on their first day.

Feilina has fifteen years of work experience, five of which were in a company engaged in the same line of business as ours. She will be responsible for the overall leadership of the marketing section and the marketing staff, and to ensure that all issues regarding our branded marketing communications are handled efficiently. I am very sure that Feilina will be a great asset to our company, and I hope that everyone will give her the needed support in accomplishing her responsibilities.

Annisa has ten years of experience working in an accounting firm. She will be working closely with our financial team and handle the financial issues in our company. I also hope that Annisa can be a valuable member of the team, and that everyone will give the same support as well.

Thanks for joining me in welcoming Feilina and Annisa to our company.

Regards,

Katrina Desiree J.

(General Manager)

Business Meeting Video Analysis 2

   The video is entitled “A Team Meeting”. Quartz Power Group is an energy company that  supplies power to homes across the UK. The Human Resources Departmental managers have just started their weekly team meeting, led by Paul – the Head of HR. In this meeting, the members of the Human Resource Department present each of their weekly status to the Head of Human Resources (HRD).  Based on our analysis, this can be considered as a good and effective meeting because of the following reasons:

      1.      The purpose of the meeting is clear, which is for each section head of HRD to provide status updates. This meeting also works according to procedure. Furthermore, because this is a weekly meeting, all of the participants understand the agenda and are prepared.

      2.      The meeting is headed by a Chairman, the head of HRD, who controls the discussions.

      3.      The length of time of the meeting is correctly defined by the chairman at the start of the meeting. The chairman begins by stating that the meeting should only last for 20 minutes so that they can have time for main items afterwards.

      4.      All the members of the team are in attendance. Although one member came in late, our group thinks that the chairman should keep everything on schedule and being late shouldn’t be permitted. Because if the meeting starts on time, many things can be covered, and the meeting will be more efficient.

      5.      The chairman controls the meeting by hearing each member’s reports and issues in turn. One person speaks at a time and there are no interruptions.

      6.      Each member is given an opportunity to make a contribution to the meeting. When a member of the meeting gives an opinion, the chairman responds positively.

      7.      The chairman checks if there are any issues or difficulties and then confers with the member what action, if any, should be taken for each problem raised.

      8.      Solutions to resolve problems are given a time frame. The chairman limits one member’s task to one week so it will be done effectively.

      9.      Alternative solutions are discussed, where required.

      10.  At the end of each member’s report and discussion, the chairman would make a review and recap  to avoid any misunderstandings and remind the member concerned of his/her next task.

      11.   The chairman appears very open and helpful when discussing issues and concerns of each member.  He gives advice and sometimes volunteers to help.

      12.   The meeting should be closed formally by the chairman, and he should advise the next meeting date and time.

      From the video, we can know that the meeting is a status update meeting. Because the purpose of the meeting is to keep the team updated and be on top of what’s happening in the Department, each member make his/her weekly report and any issues needed  to be discussed and resolved. To summarize, the meeting can be categorized as a successful meeting, because the meeting is organized, the discussions are focused on the issues, the chairman runs the team meeting very well, friendly and informal. After all participants shared their updates, the leader recaps what they are going to do.

source link

Group Task 1 for Business Communication

Group Task

1. What are the purposes of a business meeting?

Start with the definition.  A meeting is a business activity where selected people gather to discuss matters of the organization and reach decisions jointly, which requires team effort .The purpose of a business meeting is mainly to make decisions, but it also serves other purposes. The objectives or purposes or importance of meetings are discussed below-

1. Making decisions

The most important aim of any meeting is to make decisions on some issues. The decision is taken on a general agreement and usually it is better to take decisions on routine and non-routine business affairs.

2. Exchanging Information

Meetings provide new information and insight about various situations of the organization to the audience.

3. Conveying Organizational Vision, Mission, and Operational Plans

Meetings are called to introduce the organizational vision, mission, and operational plans to the new staff. The head of the organization held these meetings so that the new staffs are acquainted to the vision, mission, and operational plans of the organization.

4. Announcing Changes

Another purpose of arranging a meeting is to announce the changes brought by the organization’s policy, mission, vision, plan, etc. before the audience. In this meeting, the causes, benefits, and ground of such changes will be explained so that the audience will understand and accept the changes.

5. Negotiation

Meeting is also called for making negotiations with conflicting parties through fruitful discussion. Both of the conflicting parties will sit in a meeting together to reach an agreement so that organizational activities will continue again smoothly.

6. Resolving conflict

Conflict is most common in large organization, whether it would be a healthy one which helps in increasing productivity or an unhealthy one. However, an unhealthy conflict must be resolved immediately. Meetings will help the conflicting parties to reach a common understanding and thus resolving or minimizing the conflict.

7. Solving Problems

Providing solutions to organizational problems is also an important purpose of meetings. Problems that are critical and requires the opinions of the organization members of a board must be solved by calling a meeting.

8. Reviewing and Informing Progress

Meeting is also called to review and inform the progress of any project, plan, and activity and so on. These meetings are held so that the members will be able to know the present status of the projects and input their opinions to improve.

9. Celebrating success

Meetings are often called to celebrate the success of the organization, completion of a project, achievement of any award, etc. It increases the organizational harmony and motivates employees to work united to achieve more.

10. Interaction with External Stakeholders

Every organization is to work with different parties of the society and it must build a long term harmonious relationship with them. Meetings are called to exchange information and to share experience with different stakeholders of an organization so that their interaction with the firm is increased.

2. What are the types of meeting?

Meetings come in different types, some of them are:

1. Decision-making meetings

Decision-making meetings are all about making decisions. A decision is to be made on a certain issue, such as a deadline for a project. When there’s clear consensus on the meeting’s purpose before the meeting, it’s easier to focus on the decision-making during the meeting.

2. Innovation meetings

In innovation meetings, all participants are urged to think outside the box, brainstorming and sharing ideas. For innovation meetings to make sense, all participants should be innovating together. Usually, to get the participants to be creative, the meeting is held outside, or there will be creative tasks before the meeting.

3. Information sharing meetings

Information sharing meetings are about giving information to attendees about a specific issue or sharing information. This type of meeting is usually educational, such as seminars and panel debates.

4. Status update meetings

Status update meetings are all about sharing project updates and keeping your team on top of decisions in your organization. To hold successful status update meetings, you need to recognize that this meeting is all about sharing information before the meeting. Update participants about the issue before the meeting and remind them what outcomes you want for a particular project.

5. Team building meetings

Team building meetings help your team to work with each other better. Team building meetings can include anything from discussions to games and motivational speakers.

6. Organizational Meetings

Usually very soon after each election, a meeting may be necessary to establish the procedures concerning conduct of council meetings. Local practices may vary, but generally the meeting should establish: regular dates, times, and locations for routine council meetings; rules of procedure for conducting business at meetings (Robert’s Rules, etc.); and assignment of council member duties (i.e., mayor pro tempore, committee chairpersons, etc.).

7. Regular Meetings

This is the official, final public action meeting. It is the only meeting where the council may adopt ordinances or regulations. One very important feature of the regular meeting is the public forum aspect. The regular meeting generally includes at least a citizen comment period and often incorporates a formal public hearing on one or more subjects. While allowing public comment to some degree, the regular meeting always allows the public an opportunity to hear the council discussion on each subject.

8. Special or Emergency Meetings

Emergencies and special situations may require convening a special meeting often with little, if any, advance notice. Examples of special meeting items include, but are not limited to: emergency ordinances, unexpected matters requiring official action before the next regularly 57 scheduled meeting, emergency equipment replacement, financial problems, and health and safety emergencies. While the occasional need for such meetings cannot be denied, the term “emergency” should be used very carefully to avoid abuse of the special meeting.

9. Continued Meetings

A meeting that is continued from the previous meeting.

10. Closed Sessions

This is a session that includes only the board members. This meeting requires secrecy in discussing matters. Typical topic areas for closed (in-camera) meetings include the security of the property of the organization, the disclosure of intimate, personal or financial details in respect to a person, the acquisition or disposition of property, decisions with respect to negotiations with employees, and litigation affecting the organization.

3. What makes a good meeting?

• The meeting must have a clear purpose and should stick to the agenda. A meeting, like any business event, succeeds when it is preceded by planning, characterized by focus, governed by structure, and controlled by a budget.
• The meeting must start and end on time. Short meetings free people to work on the essential activities that represent the core of their jobs. In contrast, long meetings prevent people from working on critical tasks such as planning, communicating, and learning.
• Good participants which are properly prepared. Unprepared participants will spend their time in the meeting preparing for the meeting.
• A good leader that understands the purpose of the meeting, makes sure that all participants understand this purpose, helps keep the discussion on track, works with participants to carry out the business of the meeting in the time allotted, and tries to ensure that everyone is involved appropriately in discussions.
• Minutes must be taken. It is better to spend a little time preparing for solutions than to spend a lot of time fixing problems.
• Effective meetings require sharing control and making commitments.

4. What are the characteristics of a successful business meeting?

The following ten ingredients characterize an effective meeting:

• Clarity of mandate, purpose, issues, and process.
• Participation protocol and etiquette: Only one person speaks at a time. Interruptions (verbal or non-verbal) are kept to the necessary minimum. A courteous, civilized and respectful tone is maintained. Discussions are focused on issues, not personalities.
• Productivity and forward movement: Discussion progresses along a pre-defined agenda, in an efficient and timely manner. For the sake of follow-up, good minutes are taken.
• Flexibility and room for creative thinking: Meeting structures (agendas and rules) are used in a flexible manner, to accommodate and promote creativity and open discussion rather than stifle them.
• Quality: Informed and in-depth discussions take place, leading to meaningful outcomes and thoughtful decisions.
• Balance and inclusion: All members are given an equal opportunity to participate. Dominated discussions are avoided.
• Openness and Collaboration: Listening takes place, and members work together towards a common goal; Members are open to changing their views based on the discussion; Debates are "personality-neutral": hard on the issues, soft on the people.
• Shared responsibility: Everyone (and not only the leader) takes responsibility for the success of the process; Finger pointing is minimized; Promises are kept and assigned tasks are completed.
• Variety and a light Touch: The meeting’s pace and activities are varied, to make it more engaging, interesting, and enticing to attend. A light touch is introduced when appropriate: "Take yourself lightly and your work seriously".
• Logistical support: Logistical details are managed proactively and professionally, to allow for an optimal use of time at the meeting.

Sources:

http://bizcommunicationcoach.com/what-is-business-meeting-purposes-of-business-meeting/

https://www.getminute.com/types-of-meetings/

http://www.mdmunicipal.org/DocumentCenter/Home/View/267

http://dianagabriel.com/10-characteristics-of-effective-meetings/

https://www.sqa.org.uk/e-learning/ProjTeam01CD/page_10.htm

https://www2.viu.ca/senate/docs/2013ROBERTSRULESDEMYSTIFIED.pdf