2. MEETINGS: Definition and importance
Meeting is a gathering of people for discussion. It is an occasion when
people gather together to discuss something. Or A meeting is an
assembly of persons, especially for entertainment, workshop etc.
When there are two or more persons, there is a meeting, structured or
otherwise.
Importance
They facilitate exchange of information.
Fostering of team spirit and commitment to common goals and
objectives.
They help in elaborating ideas.
They help in clarifying concepts and clearing confusion.
Examples: Meetings of marketing people with prospective customers
while launching a new product or service.
3. Terminology associated with formal meetings
Term Explanation
Agenda Document which lists the topics to be discussed.
Adjournment A break in the meeting before all of the agenda items
have been covered.
Amendment A small change or improvement that is proposed,
seconded and put to the vote.
AOB Any Other Business. The things that are discussed at the
end of an official meeting that are not on the agenda.
Ex officio
members
Individuals appointed to a committee by virtue of the office
they hold, rather than by direct appointment or election.
Matters
arising
This is a standard agenda item, referring to items from the
previous meeting's minutes that require further discussion
or clarification.
Minutes Document that, once approved by meeting attendees, is
intended to provide a record of the meeting.
4. Terminology associated with formal meetings
Motion A proposal that is discussed and voted on at a meeting.
Point of
order
If someone thinks that the meeting is not following its written
rules, he can point it out to the chair by calling 'point of
order'.
Proxy A proxy is someone acting on behalf of a person who is
unable to attend the meeting.
Quorum This term refers to the minimum number of members or
delegates required for a meeting to proceed. If attendance
falls below that number at any time in a formal meeting, it is
deemed to be inquorate and business must be suspended.
'Through
the chair'
It is normal practice for all comments at a formal meeting to
be addressed via the chair, rather than in direct exchanges
between members.
Ultra vires This legal term derives from the Latin, meaning 'outside the
powers'. It refers to decisions or actions that fall beyond the
remit of a particular committee.
5. TYPES OF MEETINGS
It is important to think in terms of different kinds of meetings with different kinds of
participants and different purposes.
a) Business meetings- With customers, clients, colleagues, etc.; often require
presentations.
b) Staff meetings- to clear calendars, coordinate unit activities, share information,
etc.
c) Management Team meetings- to solve problems, make decisions, set policy, etc.
d) Interdepartmental meetings- to get input, interpret decisions and policies, share
info, etc.
e) Board meetings - to report results, set policies and directions, scan for needed
changes, etc.
6. MEETINGS: PURPOSES
Important purposes for holding meetings in business organizations:
1. To save time in Communication.
2. To instruct a group for a specific purpose, that is , briefing.
3. To discuss and solve problems relating to business
4. To resolve conflicts, confusion and disagreement among interest groups.
5. To give and get new ideas and immediate reactions.
7. To arrive at consensus on issues.
8. To learn from others and to train others.
7. MEETINGS: TEN GOLDEN RULES FOR COVENING A MEETING
i. The meeting should be convened only when it is essential.
ii.Meetings should have time schedule and must begin and end on time.
i. Meetings should be convened only when no telephonic discussion is possible.
ii. They must have clear and specific agenda and sub agenda.
iii. They must have clear objectives.
iv. Time limit should be specified for each item of the agenda and sub agenda.
8. MEETINGS: TEN GOLDEN RULES FOR COVENING A MEETING
vii. The notice of the meeting should be sent well in time before the meeting, to
those who are required to attend the meeting.
viii. Conclusion of a meeting is summarized
ix Action oriented minutes should be prepared and circulated after the meeting.
x. Meeting should be closed on a pleasant tone.
9. Conducting meetings
Conducting meeting is an important skill which each manager needs to acquire.
Conducting meetings requires some prior preparations, like the time, place, venue,
etc and other documents relating to meeting.
While the meeting is going on, it goes through the stages of beginning, leading,
conducting and closing.
The role of the Chairperson is significant in the meeting.
10. CONDUCTING MEETINGS: Preparation for a Meeting
Broad areas where preparatory work is required:
a) The Domestic Arrangements
b) Paperwork
c) Purpose
d) Support
e) Code for meetings
11. CONDUCTING MEETINGS: Preparation for a Meeting
Broad areas where preparatory work relating to meeting is required:
1. The Domestic Arrangements:
Where will the meeting be held, i.e. venue?
At what time and day it will be held?
What will be the duration of the meeting?
Who will be invited to attend?
Who will chair the meeting?
Who will be called upon to formally speak?
Whether lunch/dinner is arranged?
12. CONDUCTING MEETINGS: Preparation for a Meeting
2. Paperwork: The paperwork for the following will be completed:
Minutes of the previous meeting and related records.
Reports to be read beforehand along with office notes.
Agenda and related papers.
Written reports or graphics required at the time of the meeting.
13. CONDUCTING MEETINGS: Preparation for a Meeting
3. Purpose:
What do you want to accomplish?
What kind of meeting is it?
Does the leader need to acquire specialist advice on any subject?
Is the leader conversant with the reason for the meeting?
Do you need to discuss any of the contents of the meeting with anyone in a
higher management position?
14. CONDUCTING MEETINGS: Preparation for a Meeting
4.Support:
Is there a need to use advanced visual aids for better presentation?
Is a written report required?
How much general knowledge and awareness is required?
Do you use mike (microphone) or other audio aids.
15. CONDUCTING MEETINGS: Preparationfor a Meeting
5. Code for meetings: A meeting code is prepared for effective meetings. A few
aspects in this regard are as follows:
Start and end on time
Be present on time and be prepared mentally
Establish Objectives
Set agenda
Be brief and precise
Don't dominate the discussion
Listen to others
16. CONDUCTING MEETINGS: Preparation for a Meeting
Code for meetings: A meeting code is prepared for effective meetings
Encourage participation for ideas
Don't interrupt unnecessarily
Give full attention to discussions
Stay close to the subject
Don't have side conversations
Resolve related conflicts and issues
Decide on follow-up action
Record ideas/discussions
17. CONDUCTING MEETINGS: Steps in Conducting of Meetings
Four steps: Beginning, Leading, Conducting and Closing.
1. Beginning:
Establish the right tone - usually serious, polite and positive.
Identify participants who are not known to the group.
Review the objectives of the meeting in terms of items on the agenda.
18. CONDUCTING MEETINGS: Steps in Conduct of Meetings
2. Leading a meeting: Checklist of the principal tasks for leading a meeting:
Arrive early and start on time.
Restate the purpose and objectives periodically.
Listen attentively to the other group members.
Summarize the group's decisions or progress at intervals during the meeting.
Diffuse hot controversies with patience and calmness.
End with the summary of the decisions made.
Highlight the action to be taken and decide who is responsible for it.
19. CONDUCTING MEETINGS: Steps in Conduct of Meetings
3. Conducting: Steps to be followed
Preparing the plan, including agenda, sitting
arrangements, physical facilities, etc.
Keeping the discussions on track and constantly
monitoring them.
Monitoring the time of the meeting.
Controlling those who talk too much and do not
let the discussion move.
Summarizing the key items of the meeting at
regular intervals.
20. CONDUCTING MEETINGS: Steps in Conduct of Meetings
The process of conducting of meetings
4. Closing:
Meetings should end on time.
All decisions taken are summarized.
Courtesy should be extended by thanking the members.
Vehicles should be arranged for those who have come from outside and have no
conveyance.
Minutes should be prepared after winding up.
Follow up of the decisions made during the meeting should be done.
21. CONDUCTING MEETINGS: Role of the Chairperson
The chairperson, or the convener has a vital role to play in conducting the meetings
effectively.
a) They have to ensure punctuality.
b) The Chairperson should ensure that the discussion does not stray.
c) The Chairperson must prepare the agenda before the meeting, and check that
all the requirements are made available in the meeting room, and that the
needed staff is in full attendance.
22. ROLE OF THE SECRETARY
It is left blank purposely!
23. ATTENDING MEETINGS: Participants' Role during the Meeting
specific areas participants have to play
1.Punctuality: Participants have a primary responsibility to arrive at a scheduled
meeting at the appointed time.
2. Adhering to the agenda: When agendum exists, the participants should follow it.
They should not bring up items, which are not on the agenda.
3. Evaluating the information: Group participants need to bring several critical skills
to the problem -solving situation. Participants should resist the tendency to accept
everything that is said during the discussion.
28. Agenda is a list of items to be discussed at the meeting.
a) Apologies for absence received from members are taken
up and recorded before the agenda is taken up.
b) The agenda begins with the item "Approval of Minutes“.
This item may be written in the agenda as "Minutes" or in
greater detail as "Approval of minutes of previous
meeting.“
c) The second item relates to matter arising out of the
minutes. This may be indicated in the agenda as "Matters
arising."
d) The new items are set out after this. Some of the items are
routine requirements, like payments to be passed and
cheques to be signed, Progress reports, Review of
activities, etc.
Agenda of meeting: items included
29. (i) In the form of nouns, for example,
Appointment of sub-committee to look into losses…
Proposal to open a branch in…
Membership drive
ii) With an infinitive verb, for example
To appoint a sub-committee to look into…
To consider a proposal to open a branch …
Agenda of Meeting : Ways of Writing
31. Minutes of the business
meeting
Definition: Is a record of what was
discussed or taken up in the meeting.
Types
Verbatim
Narrative
32. Essential parts of minutes, and must always be included:
(a) Name of the body and nature of the meeting
(b) Day and date of the meeting
(c) Time and place of the meeting.
(d) Name of Chairperson of the meetings, names of other members
present (list is attached if there are many names).
(e) Names of persons "in attendance", that is, any invited officials like
the auditors, the solicitor, who are not members of the meeting.
(f) Leave of absence to those who are not present.
(g) Resolutions.
(h) Thanks to the Chair
Essential Components of the Minutes
