Educational Visit: January 2011

Saturday, January 22, 2011

How to write a Memo

Heading of memo:

To:

From :

Date:

Subject:

Note: To prevent confusion, a memo should address only one subject. The

subject-line title should be accurate and complete.

Body of memo:

A memo should contain three parts:

1. For the introduction, start with one clear sentence that states the

subject and provides a summary of the topic.

2. The middle may contain several sentences of explanation.

3. The ending makes a request or a recommendation

Friday, January 21, 2011

MEMO

MEMO

To : Members of Grenade Team

From : Ms Byla - Secretary of Grenade Team

Date : January 26^th 2011

Subject :Educational Visit

There will be a meeting to discuss about educational visit's planning and activities. Here are the details about the meeting :

Date : February 7th 2011

Time : 2.00 pm

Venue : UniKL IPROM's Library

Agendas : During this meeting,we will discuss about

1) Choosing a manufacturing company that we would like to visit

2) Distribute task among the team members

3) Planning the activities during the visit

Please bring a list of companies related to manufacturing.

If you have any questions, please feel free to contact Ms Nornabila Bte Zainal Abidin at 017-9040098 or nabila_mse@yahoo.com.

Tuesday, January 18, 2011

Basic Guide to Conducting Effective Meetings

Selecting Participants

· The decision about who is to attend depends on what you want to accomplish in the meeting. This may seem too obvious to state, but it's surprising how many meetings occur without the right people there.

· Don't depend on your own judgment about who should come. Ask several other people for their opinion as well.

· If possible, call each person to tell them about the meeting, it's overall purpose and why their attendance is important.

· Follow-up your call with a meeting notice, including the purpose of the meeting, where it will be held and when, the list of participants and whom to contact if they have questions.

· Send out a copy of the proposed agenda along with the meeting notice.

· Have someone designated to record important actions, assignments and due dates during the meeting. This person should ensure that this information is distributed to all participants shortly after the meeting.

Developing Agendas

· Develop the agenda together with key participants in the meeting. Think of what overall outcome you want from the meeting and what activities need to occur to reach that outcome. The agenda should be organized so that these activities are conducted during the meeting.

In the agenda, state the overall outcome that you want from the meeting

· Design the agenda so that participants get involved early by having something for them to do right away and so they come on time.

· Next to each major topic, include the type of action needed, the type of output expected (decision, vote, action assigned to someone), and time estimates for addressing each topic

· Ask participants if they'll commit to the agenda.

· Keep the agenda posted at all times.

· Don't overly design meetings; be willing to adapt the meeting agenda if members are making progress in the planning process.

· Think about how you label an event, so people come in with that mindset; it may pay to have a short dialogue around the label to develop a common mindset among attendees, particularly if they include representatives from various cultures.

Opening Meetings

· Always start on time; this respects those who showed up on time and reminds late-comers that the scheduling is serious.

· Welcome attendees and thank them for their time.

· Review the agenda at the beginning of each meeting, giving participants a chance to understand all proposed major topics, change them and accept them.

· Note that a meeting recorder if used will take minutes and provide them back to each participant shortly after the meeting.

· Model the kind of energy and participant needed by meeting participants.

· Clarify your role(s) in the meeting.

Establishing Ground Rules for Meetings

You don't need to develop new ground rules each time you have a meeting, surely. However, it pays to have a few basic ground rules that can be used for most of your meetings. These ground rules cultivate the basic ingredients needed for a successful meeting.

· Four powerful ground rules are: participate, get focus, maintain momentum and reach closure. (You may want a ground rule about confidentiality.)

· List your primary ground rules on the agenda.

· If you have new attendees who are not used to your meetings, you might review each ground rule.

· Keep the ground rules posted at all times.

Time Management

· One of the most difficult facilitation tasks is time management -- time seems to run out before tasks are completed. Therefore, the biggest challenge is keeping momentum to keep the process moving.

· You might ask attendees to help you keep track of the time.

· If the planned time on the agenda is getting out of hand, present it to the group and ask for their input as to a resolution.

Evaluations of Meeting Process

· It's amazing how often people will complain about a meeting being a complete waste of time -- but they only say so after the meeting. Get their feedback during the meeting when you can improve the meeting process right away. Evaluating a meeting only at the end of the meeting is usually too late to do anything about participants' feedback.

· Every couple of hours, conduct 5-10 minutes "satisfaction checks".

· In a round-table approach, quickly have each participant indicate how they think the meeting is going.

Evaluating the Overall Meeting

· Leave 5-10 minutes at the end of the meeting to evaluate the meeting; don't skip this portion of the meeting.

· Have each member rank the meeting from 1-5, with 5 as the highest, and have each member explain their ranking

· Have the chief executive rank the meeting last.

Closing Meetings

· Always end meetings on time and attempt to end on a positive note.

· At the end of a meeting, review actions and assignments, and set the time for the next meeting and ask each person if they can make it or not (to get their commitment)

· Clarify that meeting minutes and/or actions will be reported back to members in at most a week (this helps to keep momentum going).

reff: http://managementhelp.org/misc/mtgmgmnt.htm

Sunday, January 16, 2011

Questions given :

How to give an idea/opinion/suggestion in the meeting?

Make sure the meeting conductor finished first.
Raise up your hand to ask permission.
Give any ideas, opinions or suggestions but don't condemn the others.

If you are chair person, how will you pull members attention from straying?

If I am the chair person, I'll try to conduct meeting as brief as I could to keep the meeting exciting. To make sure everybody are giving their attention, I'll ask questions, then ask them for opinions. The feedback from the audiences shows that they are paying attention during the meeting.

Saturday, January 15, 2011

Q&A first presentation

What will you do on 14-18 March 2011?

We will setup a booth, then the whole group members will cooperate to attract students especially MSE students, to join our trip. Estimate students joined are limited to 35 persons including members of executive committee. To ensure our promotion attractive, we will distribute flyers or pamphlets. We will also make a slideshow about the company.

How about the budget?

All the souvenir, transportation, allowance are sponsored by UniKL finance department.

Open to all student?

Yes, but the advantages will go to MSE student first.

Does this trip has any fun activities?

Yes. According to the plan, tongue twister game will be held on the evening at the beach.

How to get the accommodation?

We will send a letter to know about the place and price. We will submit the information to UniKL's financial department after we get the Dean's Approval.

Our presentation

Presented by Muhammad Anis

Promotion @ Academia Week

During Academia Week on 13th to 17th March 2011, we are planning to do a promotion for our Industrial Visit. The first thing that we need to do is to setup a booth. We also prepare fliers, poster, and slide show about the Industrial Visit. To attract students attention, we plan to give a t-shirt to each student who join our trip. The students are not require to pay any fees because this trip will be fully support by UNIKL. This Industrial Visit is open to maximum 40 person.

Planning Activity

We are planning to do the trip during the semester break. Our suggestion date is 15 until 17 May 2011. On the first day, we are planning to visit the TATIUC campus and in the evening we are planning to do Tongue-Twister game. Second day, we plan to go to Petronas and Hunstman Tioxide. After the visit, students are allow to do their own activity such as shopping for souvenirs. However, the activity will be change depends on authorization from the company.

Planning

The first thing we are going to do is to contact the selected company. We decide to do Industrial Visit at Petronas, Hunstman Tioxide or Emercson Process Management. We will ask the permission to do the industrial visit at their company. For the accommodation, we decide to choose TATIUC's hostel. We will write an invitation letter for selected lecture to accompany our trip. We will also write the parents authorization letter so that student's parents will know about this activity. We also have to conduct a meeting with Unikl Iprom's Dean to inform and get approval to do the trip and do a proposal to know the budget for all activities we are going to do. After we get the approval, we need to do reservation letter to reserve the bus for the trip. For the company's tribute, we suggest to give souvenirs under Unikl Iprom's name.

Selecting the project

In the first lessons, we were divided into groups. In the group, we were given a task to come out with a project. After brainstorming among our group members, we decided to do an Industrial Visit. The reason we choose this project is to give MSE students an exposure about the technology of manufacturing. We also want to give a chance for student to run out from hectic classroom by having an educational trips.