The Meeting
The meeting is a gathering of people for discussion: an
occasion when people gather together to discuss
something
Before the meeting, the one who has organized it
should make a notification of the date, agenda, venue
and time
Notices of meeting must be honest, accurate and not
misleading. Relevant information should not be
withheld or presented in a manner designed to mislead
shareholders
Notices must clearly state and, where necessary,
explain, the nature of the business of the meeting
Notices must set a reasonable time and place for the
meeting (during normal business hours and at a place
convenient for all to attend)
Notices must also include the agenda of the meeting
Roles of meetings
The main functions of meetings may be
summarised as:
Providing for dialogue between members,
allowing the exchange of information,
views and opinions
Generating ideas or solutions or problems
Monitoring and evaluating performance or
progress
Making policy and other decision
“Parliamentary procedure”
These are set of rules that enable a club or
committee to conduct meetings in an orderly
manner, ensuring that everyone will have a
chance to speak.
These rules help to bring order out of this
disorderly world and ensure that discussions are
held in an orderly manner.
They ensure that the discussion is limited to one
matter at a time.
They also ensure that there is a balance between
the rights of the majority, the minority, and the
Some terms used in meetings conducted
according to parliamentary procedure
Agenda -the list of items to be discussed in a
meeting.
Chair - the person presiding over the
meeting.
Floor - the right to speak- no one else can
speak when someone “has the floor”.
Minutes -an accurate report of what was done
during a meeting.
Motion - a proposal that is put before a group.
It is made by saying “I move…”
Out of order -speaking without the
permission of the chair or proposing an action
that does not follow the rules of the
parliamentary procedure.
Quorum -the number of members who
must be present to transact business
in a meeting.
Second a motion – to show support of a motion
by saying: “I second the motion”
or simply “Seconded”
Adjourn - to end a meeting or to
postpone for later resumption.
Majority - one more than half of those
eligible to vote.
Recess - temporary interruption of a
meeting.
Amendment - a change proposed in a motion
Standing order - specific rules of
procedure, usually written down.
Consider: The Committee is requested to
deliberate on a particular issue.
Endorse: The Committee is asked to support a
recommendation made to another body/action
taken, where the recommendation/action did not
require the Committee’s formal approval.
Note: The Committee is informed of background
information, sometimes with emphasis on a
particular point
Recommend: The Committee supports, but does
not have the power, to resolve the issue/proposal;
it has to refer it to another Committee or officer.
Resolve: The Committee is asked to support a
recommendation
Co-opted Member: Members additional to a
committee ie. they are not within the required list
of members (eg. persons with a particular interest)
Constitution: A written document containing
organization’s name of the organization, aims, rules
of administration, membership, office bearers, etc.
Ex Officio Members: Individuals who are
automatically members of a committee/board
because they hold certain positions within the
university, eg. Vice-Chancellor, Dean
General Business: Any matter not otherwise
raised during the meeting (usually made at the end
of the agenda)
Noted: The Committee is informed of background
information, sometimes with emphasis on a particular
point
Ratified: Endorsement of a decision/action taken in the
Committee’s name e.g by the Chair.
Received: The Committee received documents forming
part of the meeting record
Reported: Usually when an oral report is made.
Resolved: When a decision on a matter was reached.
Recommended: When the Committee recommended
proposals to a higher authority.
Spoke to: When a speaker introduced a paper.
Tabled: Papers not included with the agenda are
circulated at the meeting.
The Meeting
The agenda
The main purpose of the agenda is to set out, in order, the
business to be transacted at the meeting. An agenda
should normally include the following elements:
the date, time and place of the meeting;
apologies for absence;
provision for confirmation of the minutes of any previous
meeting, & for consideration of matters arising from them
provision for the reporting and consideration of any
correspondence received
a subject heading for each item of business to be
transacted, together with a brief explanatory comment, if
necessary
a final item of "any other business" to allow for discussion
of any issue which has arisen since the production of
agenda
a final, final item to determine the date of the next
meeting.
The Meeting
Advantages of Meetings
Meetings create the opportunity to ask questions, and
share ideas and information before a decision is
reached.
Meetings provide an opportunity to give & receive
feedback
Meetings provide a human face for the organisation.
Meetings may achieve synergy (combined effort being
greater than parts) and have a creative outcome.
Problems may be solved productively
Meetings can help to build morale, commitment and
create a sense of belonging.
Meetings increase individuals’ acceptance of the task,
and commitment to the task.
Meetings provide opportunities to cooperate &
coordinate
The Meeting
Disadvantages of Meetings
Meetings are not needed to carry out simple tasks –
email, telephone calls or a memo may be sufficient.
Meetings can be time-wasting and expensive
particularly if badly managed.
Meetings sometimes allow others to do all the work.
Convene a face-to-face meeting if:
the task is complex
the task requires acceptance and commitment
the message is ambiguous
there is a likelihood of misunderstanding
there is a need for an immediate response
the purpose of the meeting is clear
Conducting the Meeting
Planned meetings are an essential type of
communication within a business, and it is
essential to know how to organize and
conduct them effectively.
Organization of effective meetings
Organization of meetings can be categorized
in 3 stages:
before the meeting – the planning of what will
happen;
at the meeting – the conduct of business
during the course of the meeting itself;
Conducting the Meeting
after the meeting – wrapping up the proceedings by
producing the record of the meeting and following
up on the issues discussed and decisions made.
There are individuals who take different roles
before, during and after the meeting
o Meetings have to be planned. Efficient undertaking
of the necessary work prior to any meeting will
always smoothen the conduct of business at the
meeting itself.
o During the meeting, the proceedings of a meeting
may be considered as a sort of structured discussion
o After the meeting, there are two major tasks to be
taken: – the preparation of the record of the
meeting, and an assurance that decisions taken at
the meeting are subsequently implemented.
Conducting the Meeting
There are some ways to make an effective meeting
Have an agenda - a list of the topics to be covered
during the course of a meeting
Start the meeting on time and end on time
Have fewer (but better) meetings - call for a meeting
only when it is absolutely necessary
Include rather than exclude - great ideas can come
from anyone in an organization, not just its managers
Maintain the focus - meetings can easily get off track
Capture and assign action items - unless they are held
purely to communicate information, most meetings
result in action items, tasks, and these should be
assigned to participants and make sure they agree to
take them
Get feedback – After the meeting be sure to solicit
feedback from meeting attendees on how the meeting
went on
Roles in a Meeting
DUTIES OF THE CHAIR:
The Chair is in charge of the meeting. S/he acts as
a judge, referee and time keeper. In these
capacities the chair:
Sees to it that the meeting shall accomplish
something
Prepares for the meeting by writing out the agenda
Budgets the meeting time in order to complete
everything on the agenda
Keeps control of the meeting at all times in
accordance with the standing orders
Sees that order is restored if a disturbance occurs
Makes sure that the group sticks to the topic being
discussed
Sees to it that the topic is fully discussed before
moving on to a new topic
Recognises everyone’s rights to speak at
some point
Clears up any misunderstanding about what
is happening in a meeting
Cannot ordinarily voice an opinion or play
favourites. Bias is not tolerated therefore the
chair should not favour or disfavour anyone
during the meeting.
Before the meeting:
Knows the constitution
Understands the aims and objectives of the Committee
Liaises with the Secretary on the meeting
arrangements
Helps prepare the agenda & finalises previous
minutes and return to the secretary for distribution
(correspondence must be with the Secretary for
distribution to members one week before the next
meeting).
During the meeting:
Welcomes members and introduce new members &
guests
Asks for apologies, if there are any.
Roles in a Meeting
Ensures a fair discussion (no bias)
Stops anyone taking over or dominating the
discussion
Sums up points, problems and decisions
Keeps order and make sure everyone has a chance
to have his/her say
Gets through the agenda on time and sticks to it.
Takes a casting vote (if any)
Thanks everyone for attending the meeting
After the meeting:
Makes sure decisions are carried out and receives
any relevant paperwork for files
Represents the Organisation at other meetings etc.
Roles in a Meeting
THE SECRETARY:
Before the Meeting
Sends out notification of the time and venue of
the meeting well in advance before the day of the
meeting
Arranges a suitable venue for the meeting (taking
into consideration disabled access).
Helps set the Agenda with the Chair
Types, copies and distributes the Agenda and
Minutes – one week prior to the meeting
Keeps a complete, up -to -date set of minutes
Works with the Chair, makes sure that all
correspondence is dealt with where necessary,
obtains replies for the next meeting
Keeps an accurate filing system.
Roles in a Meeting
At the Meeting
Arrives before the meeting with previous minutes
Keeps a record of everyone attending the meeting,
members and any guests in attendance
Makes sure that the Chair is supplied with all necessary
papers and information relevant to the meeting.
Takes accurate minutes, record decisions and any
actions to be taken and by whom.
After the meeting
Types minutes & passes them to the chair of the
meeting 2 weeks prior to the next meeting for any
comments
Copies and distributes any other relevant
correspondence one week prior to the next meeting to
all committee members
Sends a reminder notice of each decision requiring
action to the relevant person
Roles in a Meeting
MEMBERS/PARTICIPANTS
Come to the meeting prepared, knowing what they are
going to say on various items on the agenda
Participate actively in the proceedings of the meeting
Listen carefully when others are speaking
Speak so that they can be heard clearly and loud enough
Limit their speaking time
Stick to the topic
Be courteous at all times- disagree politely
Control their emotions
Accept the decisions of the majority
Each member has a responsibility to other members to
allow contributions to be heard; order is not just the
responsibility of the chairperson
"
All members should observe some rules:
acknowledging that the chair is in charge;
speaking through the chair – waiting for
permission to speak, and always
addressing remarks to the chair, not
directly to other members;
keeping to the point – avoiding digression
interrupting other speakers for procedural
reasons only – for example, to seek
clarification through a "point of order
Records of the Meeting (Minutes)
Taking minutes is a necessity in organizational meetings. It
is a final accurate record of what transpired at a meeting
In order to allow for the minutes-taker to pay the best
attention possible, he or she should not be a participant in
the meeting - only the taker of the minutes
The secretary should have a list of all attendees (pass
around a paper for members to print their names on)
The secretary should distribute an agenda for the meeting
ready and a copy of the minutes for the last meeting
The minutes should reflect the name of the association
meeting, the location, date and time of the meeting as well
When recording minutes, it is best to stick to the agenda
as much as possible in order to keep all information on
record
After the meeting has finished, the minutes must then be
transcribed into the style that was previously followed (it is
best to keep the minutes in the same style).
The
Minutes
They should be as brief as possible- must be a condensed
statement of the proceedings of the meeting- but they need
to be complete and convey what transpired during the
meeting.
They should contain the important points of the meeting-
must record the decisions taken at a meeting.
They should not reflect the secretary’s view point or
attitude
Minute writing requires accurate and concise language
involving objectivity and the absence of ambiguity. The
minutes should be written in third person- i.e. using
“he/she”, “they”, “them” etc- and in the past tense.
The discussion on each point should be summarised briefly-
( It was noted that… It was pointed out that… It was
resolved that… It was agreed that…)
It is important to emphasize the word “factual”
when writing minutes. This is because minutes
must not express opinions or give interpretations
of what has been said. They should be simple
statement of fact. Thus it would be wrong to write:
“The Treasurer displayed such excellent
persuasive skill in putting forward her
argument that she took all the members with
her”
This should be expressed as follows:
“There was unanimous agreement to accept
the Treasure’s report”
Minutes should include:
The name of the group/club/committee. This
should constitute the heading of the minutes.
The date, time, and venue of the meeting
Members present, indicating who chaired the
meeting and the secretary (who took the minutes)
Apologies
Whether or not minutes of the last meeting were
read
Corrections made to minutes of the last meeting
Matters arising from minutes of the last
meeting (unfinished business). Points on
matters arising are generally not numbered.
These may or may not feature as items on the
agenda. All points on the agenda are
numbered and supplied with headings.
Date for next meeting if any
The time the meeting was closed/adjourned.
A Typical agenda
The agenda sets out the order in which a meeting
will conduct its meeting. The following is typical:
1. Call to order
• The chair says “The meeting will come to order”
2. Reading minutes of the last meeting
• The chair says “ The secretary will read the
minutes”
• After the minutes have been read, the chair asks,
“Are there any corrections to the minutes?”
• If no corrections the chair says “The minutes are
approved”
After corrections the chair says, “The
minutes are approved as corrected.
3. Matters arising (from the minutes)
[unfinished business]
The chair brings up for discussion any matters
that were not settled at the last meeting. These
are listed on the agenda.
4. New business
New items listed on the agenda are discussed.
5. Any other business (AOB)
After new business has been completed, the
chair asks, “Is there any other business?”
This is the time for members to bring up
anything they wish discussed.
6. Date of next meeting
7. Closing/Adjournment- the chair thanks
members for attendance.
