WHAT IS A GOOD MEETING?
Things people like to see happen in meetings,
1. Clear role definitions-members want to know the responsibilities and roles of each member,
each leader and the group goals.
2. Time control. Start on time and end on time.
3. Members sensitive to each other’s needs- people listen and respect others opinions.
4. Informal relaxed atmosphere.
5. Good preparation.
6. Members qualified and interested.
7. Good records-when groups keep good minutes, decisions do not get lost and the group does not
have to search to discover what decisions they previously made.
8. Group assessment-periodically the group stops and assesses its own performance. The
members work towards needed improvements that results from such self -assessments.
9. Members rewarded-members want recognition and appreciation for their contributions.
10. Accepted work-people want to know that the work they do in groups has value.
Why people don’t like to attend meetings.
1. Poor leadership-no direction in the discussion.
2. Unclear goals-members are not sure what they are trying to accomplish.
3. Lack of commitment to assignments.
4. Group recommendations often ignored.
5. Waste of time with unproductive discussions or problems with no conclusions or decisions
made.
6. Domination –some talk constantly and push their positions.
7. Lack of preparation.
8. No action taken-the group spends a lot ot time without coming up with specific decisions that
result in some kind of action.
9. Hidden agendas-some members get into discussion that only them consider important.
MANAGING MEETINGS
Organizing meetings.
All meetings should be well planned in order to be effective.
Important questions.
1. Why do I need a meeting? There must be a definite purpose.
2. What do I want to achieve? Set an objective, don’t try to cover many topics in one meeting.
3. Who should I ask to attend? Only invite those people who really need to be there.
4. When should I hold it? Choose a convenient time and date. Give at least 24hrs notice to the
people concerned.
5. Where should the meeting take place? Look for enough space, secure accessible.
Purposes of meetings.
1. To coordinate or arrange activities
2. To give information to a group of peole
3. To obtain assistance
4. To create involvement and interest
5. To put forward ideas or grievances for discussion
6. To report on some activity or experience.
To have a successful meeting: 3 things must happen.
1. They should be set up properly
2. There should be a good chairman.
3. Those attending should be able to participate effectively.
Preparing agendas
Note: they should be distributed 24hrs before the meeting
Agenda should include the following
1. Purpose of the meeting
2. Date
3. Start and finish times.
4. Venue
5. Participants
6. Topics to be discussed with approximate timings.
7. AOB
Attending meetings
1. Check that your attendance is really necessary.
2. Obtain a copy of the agenda
3. Carefully plan your participation
4. If only part of the meeting concerns you, arrange to attend that action.
Minutes of meeting
An accurate written record of meetings is essential not only for all those who attended the
meeting but also for those who were unable to attend.
Types of minutes
1. Verbatim minutes-used primarily in court reporting where everything needs to be recorded
word for word.
2. Minutes of resolution. Only the main conclusions which are reached at the meeting are
recorded, not a note of the discussions which took place. It is important to note the exact
wording of any resolutions passed. Eg it was resolved that the photocopier be purchased at
the cost of one hundred thousand shillings.
3. Minutes of narration-these will be a concise summary of all the discussions which took
place, reports received, actions to be taken and decisions made.
Types of meetings
Formal meetings
1. AGM- annual general meeting- meets ones a year, all shareholders are invited, given 31 days’
notice.
2. Statutory meetings- directors and shareholders meet to communicate and consider special
reports. Companies are required by law to hold these statutory meetings.
3. Board meetings- meet as often as individual organization require. Attended by all directors and
chaired by the chairperson of the board.
Informal meetings; not restricted by some rules and regulations as formal meetings.
1. Management meetings-attended by a group of managers who may need to discuss a specific
matter, reports on progress or receive progress reports eg marketing manager, sales manager,
production manager and research manager and development manager may meet to discuss the
launch of a new product.
2. Departmental meetings- called by department manager of a certain section, all staff will be
invited to attend so that information can be passed on or reports received from the members of
staff regarding a specific project.
3. Working parties- working parties may be set up to work together on a specific project or
problem. At meetings, progress reports will be given and decisions for further action taken.
Well organized and conducted meetings can be both stimulating and productive.
Many meetings take place in business and an effective meeting is an efficient tool in the communication
process. Meetings enable face to face contact of a no of people at the same time. They provide a useful
opportunity for sharing information, making suggestions and proposals, taking decisions and obtaining
instant feedback.
