Meeting
Content
Business Communication
Ques. You are a team manager having 15 members in your team. Two of key team members are on three weeks leave. You have to call for a monthly team meeting within a week. How effectively would you plan and carry out this meeting? The Case:
A monthly meeting is to be held and two of the key members are on three weeks leave.the monthly meeting is held to decide on long-term strategeic projects, thus, there is an urgent need to bring in the picture the next in command members. According to the scalar chain in a formal organization, the member next in command takes the responsibility to instill positivity and hope in the minds of the team members. This is an obstruction in the meeting which calls for an urgency for effective synchronization of work. Proper pre- planning also includes real-time planning for the future actions. The new members who take up the responsibilities should be informed about the monthly meeting which is to be held; the information conveyed should be complete, concise and correct. Because, there is a change in the workflow, this monthly meeting should be open-ended, so that the team members can easily and comfortably connect with the new members. Formal or informal deliberative assembly of individuals called to debate certain issues and problems, and to take decisions. Formal meetings are held at definite times ,at a definite place, and usually for a definite duration to follow an agreed upon agenda. In a corporate setting, they are divided into two main groups:
1)ORGANISATIONAL MEETING: normally a regular meeting involving stockholders and
management, such as a board meeting and annual general meeting.
2)OPERATIONAL MEETING: regular or ad-hoc meeting involving management and
employees, such as a committee meeting, planning meeting, sales meeting. A meeting is generally headed by a chairperson , and its deliberations are recorded in a written form called ‘Minutes’.
MEETING OBJECTIVE
ORGANISE MEETING
AGENDA
PARTICIPANTS LIST
PRESENTATION AND DISCUSSION
CONDUCT MEETING
MEETING MINUTES
NEXT MEETING (TOPIC AND DATE)
REVIEW MEETING
CORRECTIVE AND PREVENTIVE ACTIONS
MEETING PROCEDURE
…..WHAT TO XPECT AND WHAT IS EXPECTED 1) THE MEETING
Meeting occur when groups of people gather to discuss and try to resolve matters which are of mutual concern. Recommendations are made, directions given and courses of action decided. For a meeting to effectively achieve these goals, a structure needs to be in place.
2) AGENDA
Prior to a meeting, an agenda is prepared and circulated to all the members. This agenda forms the structure of the meeting. It states when and where the meeting will take place and what matters will be discussed. A draft copy of the minutes of the previous meeting, along with any other relevant material that the members should prior to the meeting, are distributed at the same time as the agenda.
3) THE MEETING STRUCTURE
OPENING THE MEETING The meeting is unable to begin until the chairperson declares the quorum. This means that there are enough people in attendance to allow debates to be conducted and decisions to be voted upon. If a quorum cannot be declared within 30 minutes of the meetings designated starting time, the meeting should be called
APOLOGIES
MINUTES OF THE PREVIOUS MEETING
CORRESPONDENCE
REPORTS
GENERAL BUSINESS
ANY OTHER BUSINESS
CLOSING THE MEETING
again for a similar time and place a week later. The chairperson states the name of those members who formally notified that they were unable to attend the meeting. The chairperson tables the minutes of the previous meeting making them open as a topic of discussion. At this point of time the chairperson will ask the members to adopt the minutes. If the members do not agree that the draft minutes are accurate, changes may be suggested. Once the minutes have been adopted, the chairperson should sign every page of the minutes and hand them to the meeting secretary for filing. Any letters, facsimiles and the like , which have been received by the committee are discussed here. The chairperson should summarize correspondence which cover similar issues, or express similar opinions and discuss them as a single issue. Reports and submissions that have been written for the meeting or include information relevant to the work of the meeting are tabled and discussed. General business items are announced singly by the chairperson and a discussion or debate follows each one. Motions that suggest methods for resolving issues are put forward and to a vote. Once the motions receive a simple majority, or a majority as defined in the standing orders, they become resolutions. It is at this point of time, that members are able to raise issues that they feel is important. These include any items which are not listed on agenda. The agenda can thus be revised. Once all the issues are put forward and discussed, the chairperson advices members of the date and time of the next meeting. The meeting is now officially closed.
3.a) PROPER NOTICE
A proper notice of the meeting should be given to every member entitled to attend and vote at the meeting. For instance, in case of a joint stock company, the notice of a general meeting should be given to every stakeholder, to auditors of the company and to each director. The notice should be in writing and must be given before the specified number of days from the date of the meeting.
The notice must specify the date and time of the meeting and the nature of the business to be transacted therein, together with exact wordings of any proposed resolution. The notice must also state that members are allowed to appoint proxies or send representatives.
3.b) AGENDA
Agenda means things to be done or business to be transacted at a meeting. The agenda is prepared by the secretary in consultation with the chairman of the company. While drafting the agenda ,the secretary should keep in mind the following principles: It should be clear and explicit. It should be in a summary form. All the matters of similar or allied character should be placed near each other on the agenda.
3.c) ARRANGEMENTS OF THE MEETING
The venue decided for a meeting should be a room or hall comfortable and convenient for accommodating the members of the group. Free from noise and interruptions. The seating arrangement for the meeting may be done around a large round or a rectangular table so that every member gets the opportunity to look directly at all other members. Proper lighting, and temperature control like ventilation and fans or air conditioning, must be checked. All equipments like mikes and those used for visual aids must be checked and kept ready. Writing paper and pens are essential.
WHY ARE MEETINGS HELD? In modern world, meetings are held for large number of puposes:1)To convey information to members. 2)To gather information from members. 3)To exchange ideas and experiences among members. 4)To brief members on plan, working and performance and to instruct members. 5)To discuss problems and issues of common interest. 6)To resolve comflicts and confusions.
7)To generate positive attitude among the participants 8)To take decisions of matter affecting the group or the organisatins.
Ques. You are a team manager having 15 members in your team. Two of key team members are on three weeks leave. You have to call for a monthly team meeting within a week. How effectively would you plan and carry out this meeting? The Case:
A monthly meeting is to be held and two of the key members are on three weeks leave.the monthly meeting is held to decide on long-term strategeic projects, thus, there is an urgent need to bring in the picture the next in command members. According to the scalar chain in a formal organization, the member next in command takes the responsibility to instill positivity and hope in the minds of the team members. This is an obstruction in the meeting which calls for an urgency for effective synchronization of work. Proper pre- planning also includes real-time planning for the future actions. The new members who take up the responsibilities should be informed about the monthly meeting which is to be held; the information conveyed should be complete, concise and correct. Because, there is a change in the workflow, this monthly meeting should be open-ended, so that the team members can easily and comfortably connect with the new members. Formal or informal deliberative assembly of individuals called to debate certain issues and problems, and to take decisions. Formal meetings are held at definite times ,at a definite place, and usually for a definite duration to follow an agreed upon agenda. In a corporate setting, they are divided into two main groups:
1)ORGANISATIONAL MEETING: normally a regular meeting involving stockholders and
management, such as a board meeting and annual general meeting.
2)OPERATIONAL MEETING: regular or ad-hoc meeting involving management and
employees, such as a committee meeting, planning meeting, sales meeting. A meeting is generally headed by a chairperson , and its deliberations are recorded in a written form called ‘Minutes’.
MEETING OBJECTIVE
ORGANISE MEETING
AGENDA
PARTICIPANTS LIST
PRESENTATION AND DISCUSSION
CONDUCT MEETING
MEETING MINUTES
NEXT MEETING (TOPIC AND DATE)
REVIEW MEETING
CORRECTIVE AND PREVENTIVE ACTIONS
MEETING PROCEDURE
…..WHAT TO XPECT AND WHAT IS EXPECTED 1) THE MEETING
Meeting occur when groups of people gather to discuss and try to resolve matters which are of mutual concern. Recommendations are made, directions given and courses of action decided. For a meeting to effectively achieve these goals, a structure needs to be in place.
2) AGENDA
Prior to a meeting, an agenda is prepared and circulated to all the members. This agenda forms the structure of the meeting. It states when and where the meeting will take place and what matters will be discussed. A draft copy of the minutes of the previous meeting, along with any other relevant material that the members should prior to the meeting, are distributed at the same time as the agenda.
3) THE MEETING STRUCTURE
OPENING THE MEETING The meeting is unable to begin until the chairperson declares the quorum. This means that there are enough people in attendance to allow debates to be conducted and decisions to be voted upon. If a quorum cannot be declared within 30 minutes of the meetings designated starting time, the meeting should be called
APOLOGIES
MINUTES OF THE PREVIOUS MEETING
CORRESPONDENCE
REPORTS
GENERAL BUSINESS
ANY OTHER BUSINESS
CLOSING THE MEETING
again for a similar time and place a week later. The chairperson states the name of those members who formally notified that they were unable to attend the meeting. The chairperson tables the minutes of the previous meeting making them open as a topic of discussion. At this point of time the chairperson will ask the members to adopt the minutes. If the members do not agree that the draft minutes are accurate, changes may be suggested. Once the minutes have been adopted, the chairperson should sign every page of the minutes and hand them to the meeting secretary for filing. Any letters, facsimiles and the like , which have been received by the committee are discussed here. The chairperson should summarize correspondence which cover similar issues, or express similar opinions and discuss them as a single issue. Reports and submissions that have been written for the meeting or include information relevant to the work of the meeting are tabled and discussed. General business items are announced singly by the chairperson and a discussion or debate follows each one. Motions that suggest methods for resolving issues are put forward and to a vote. Once the motions receive a simple majority, or a majority as defined in the standing orders, they become resolutions. It is at this point of time, that members are able to raise issues that they feel is important. These include any items which are not listed on agenda. The agenda can thus be revised. Once all the issues are put forward and discussed, the chairperson advices members of the date and time of the next meeting. The meeting is now officially closed.
3.a) PROPER NOTICE
A proper notice of the meeting should be given to every member entitled to attend and vote at the meeting. For instance, in case of a joint stock company, the notice of a general meeting should be given to every stakeholder, to auditors of the company and to each director. The notice should be in writing and must be given before the specified number of days from the date of the meeting.
The notice must specify the date and time of the meeting and the nature of the business to be transacted therein, together with exact wordings of any proposed resolution. The notice must also state that members are allowed to appoint proxies or send representatives.
3.b) AGENDA
Agenda means things to be done or business to be transacted at a meeting. The agenda is prepared by the secretary in consultation with the chairman of the company. While drafting the agenda ,the secretary should keep in mind the following principles: It should be clear and explicit. It should be in a summary form. All the matters of similar or allied character should be placed near each other on the agenda.
3.c) ARRANGEMENTS OF THE MEETING
The venue decided for a meeting should be a room or hall comfortable and convenient for accommodating the members of the group. Free from noise and interruptions. The seating arrangement for the meeting may be done around a large round or a rectangular table so that every member gets the opportunity to look directly at all other members. Proper lighting, and temperature control like ventilation and fans or air conditioning, must be checked. All equipments like mikes and those used for visual aids must be checked and kept ready. Writing paper and pens are essential.
WHY ARE MEETINGS HELD? In modern world, meetings are held for large number of puposes:1)To convey information to members. 2)To gather information from members. 3)To exchange ideas and experiences among members. 4)To brief members on plan, working and performance and to instruct members. 5)To discuss problems and issues of common interest. 6)To resolve comflicts and confusions.
7)To generate positive attitude among the participants 8)To take decisions of matter affecting the group or the organisatins.
