MEETINGS

A meeting is a gathering of two or more people who come together to discuss a specific topic or agenda. Meetings can be formal or informal, and they are usually held to make decisions, solve problems, share information, or plan projects. Meetings can be conducted in person or virtually, through video conferencing or phone calls.

A typical office meeting usually has a predetermined agenda or a set of topics to be discussed, and it is led by a person who acts as the chair or facilitator. During the meeting, participants may present their ideas, share their opinions, ask questions, and provide feedback. The outcome of the meeting may include action items, decisions, or next steps, which are often recorded in meeting minutes and distributed to participants afterward.

Overall, meetings are an important part of office practice as they facilitate collaboration, communication, and decision-making among team members.

 

Purpose of meeting

Meetings are a common way for individuals and groups to gather and communicate about important topics. The purposes of meetings can vary depending on the nature of the meeting and the goals of those attending. Here are some common purposes of meetings:

1. Information sharing: The purpose of an information sharing meeting is to disseminate important information to a group of people. This may include updates on projects, changes to policies or procedures, or new initiatives.
2. Decision making: Meetings can be used to make important decisions, such as deciding on a new course of action or selecting a vendor to work with.
3. Problem-solving: When a group is faced with a complex problem, a meeting can be used to brainstorm potential solutions and develop a plan of action.
4. Planning: Meetings can be used to plan events, projects, or initiatives. This can include setting goals, developing timelines, and assigning tasks.
5. Team building: Meetings can be used to build relationships between team members, foster collaboration, and promote a positive team culture.
6. Feedback: Meetings can be used to provide feedback on projects or initiatives. This can include discussing successes and areas for improvement.

 

Types of meeting

1. Statutory Meeting: A statutory meeting is a meeting that is required by law for certain types of organizations, such as companies or corporations. It is usually held shortly after the formation of the organization and is intended to provide shareholders or members with important information about the company’s financial position, management structure, and other relevant matters.
2. Emergency Meeting: An emergency meeting is a meeting that is called at short notice to deal with an urgent matter that cannot wait until the next scheduled meeting. These meetings are typically held to address unforeseen circumstances such as a crisis or unexpected event that requires immediate attention.
3. Board Meeting: A board meeting is a meeting of the board of directors of an organization, which is responsible for making major decisions and overseeing the management of the organization. Board meetings are typically held regularly and cover a wide range of topics related to the organization’s strategy, financial performance, and governance.
4. Management Meeting: A management meeting is a meeting that brings together the senior executives of an organization to discuss key operational and strategic issues. These meetings are usually held regularly and cover a wide range of topics, including financial performance, marketing strategy, and personnel issues.
5. Annual General Meeting: An annual general meeting (AGM) is a mandatory meeting that must be held by all organizations, such as companies or corporations, once a year. The purpose of an AGM is to provide shareholders or members with information about the organization’s financial performance over the past year and to elect directors or other officials.
6. Staff Meeting: A staff meeting is a meeting that is held among employees of an organization to discuss operational issues, receive updates on projects, and provide feedback on the organization’s performance. These meetings are typically held regularly and are important for fostering communication and collaboration among employees.
7. Committee Meeting: A committee meeting is a meeting that is held by a group of people who have been appointed to a specific committee within an organization. The purpose of these meetings is to discuss issues related to the committee’s specific area of responsibility and to make recommendations to the larger organization. Committee meetings are typically held on a regular basis and may involve members from different departments or functions within the organization.

 

Procedure for conducting a meeting

Here is a detailed explanation of the typical procedure for conducting a meeting:

1. Opening prayer: If it is customary or appropriate, the meeting may begin with an opening prayer or a moment of silence.
2. Agenda: The agenda is a list of items that will be discussed during the meeting. It is important to distribute the agenda to all participants before the meeting to ensure everyone is prepared.
3. Chairman’s opening remarks: The person leading the meeting (usually the chairman or chairwoman) will provide some opening remarks to welcome everyone and set the tone for the meeting.
4. Reading of the last minutes: The secretary or someone else designated to do so will read the minutes from the previous meeting. The minutes are a summary of what was discussed and decided upon during the previous meeting.
5. Correction (if any): If there are any corrections to the minutes, they should be noted and recorded before moving on.
6. Adoption of the last minutes: Once any necessary corrections have been made, the minutes are officially adopted as an accurate record of the previous meeting.
7. Matters arising from the last minutes: Any unresolved issues or action items from the previous meeting will be discussed at this time.
8. Main business: This is the main part of the meeting where the items on the agenda are discussed in detail. The chairman will usually guide the discussion and ensure everyone has a chance to speak.
9. Any other business (AOB): Any new or urgent matters that were not on the agenda can be discussed at this time. However, if the matter requires significant discussion or action, it may be better to defer it to a future meeting.
10. Chairman’s closing remarks: The chairman will provide some closing remarks to summarize what was discussed during the meeting and thank everyone for their participation.
11. Adjournment/closing: The meeting is officially adjourned or closed. It is important to note the time that the meeting ended.
12. Closing prayer: If appropriate, the meeting can end with a closing prayer or a moment of silence.

 

Meeting Terminologies

1. Agenda: The agenda is a document that outlines the items to be discussed or addressed during a meeting. It serves as a guide for the meeting and ensures that all important topics are covered.
2. Adoption: Adoption is a term used to refer to the approval or acceptance of a proposal, recommendation, or decision by the members of a meeting. When a proposal is adopted, it means that the members have agreed to it.
3. AOB (Any Other Business): AOB is a term used to refer to items that are not on the agenda but are brought up for discussion during the meeting. These items are typically minor issues that can be addressed quickly.
4. Adjournment: Adjournment refers to the formal ending of a meeting. Once the meeting has concluded, the members are free to leave.
5. Minutes: Minutes are the official record of a meeting. They include a summary of the discussions, decisions, and actions taken during the meeting. Minutes serve as a reference for future meetings and are often distributed to the attendees.
6. Quorum: Quorum is the minimum number of members required to be present in order for the meeting to proceed. The quorum is usually defined in the organization’s bylaws or rules of order.
7. Proxy: A proxy is a person who is authorized to attend a meeting and vote on behalf of another member who is unable to attend. The proxy holder is typically designated in writing and must follow the instructions of the absent member.
8. Chairperson: The chairperson is the person who presides over the meeting and ensures that it is conducted in an orderly and efficient manner. The chairperson is responsible for keeping the discussion focused and ensuring that all members have an opportunity to speak.
9. Motion: A motion is a proposal made by a member during a meeting. It must be seconded by another member before it can be discussed and voted on by the group.
10. Point of Order: A point of order is a question or objection raised by a member during a meeting when they believe that the rules of procedure have been violated. The chairperson is required to rule on the point of order and ensure that the meeting proceeds according to the established rules.

 

Roles of the chairman/secretary

The chairman and secretary are two essential roles in a meeting, and each has distinct responsibilities to ensure that the meeting runs smoothly and achieves its objectives.

A) Chairman’s role: The chairman is responsible for leading the meeting and ensuring that it stays on track. Their responsibilities include:

1. Opening the meeting: The chairman starts the meeting by introducing themselves and welcoming all the attendees.
2. Setting the agenda: The chairman ensures that a clear and concise agenda is created before the meeting, and all the attendees receive it beforehand.
3. Managing discussions: The chairman manages discussions and debates, ensuring that everyone has an opportunity to express their opinions while keeping the discussion focused on the agenda topics.
4. Keeping the meeting on track: The chairman ensures that the meeting stays on schedule, and all agenda items are covered within the allocated time.
5. Summarizing the meeting: The chairman concludes the meeting by summarizing the key points discussed, decisions made, and any action items agreed upon.

 

B) Secretary’s role: The secretary is responsible for managing the meeting’s documentation and administrative tasks. Their responsibilities include:

1. Taking minutes: The secretary takes accurate minutes of the meeting, including the attendees, discussions, decisions made, and any action items assigned.
2. Distributing minutes: The secretary distributes the minutes to all attendees after the meeting, ensuring that they are aware of any action items assigned to them.
3. Recording attendance: The secretary records attendance at the meeting, including any apologies or attendees who arrive late.
4. Managing documents: The secretary ensures that all necessary documents, such as the agenda and previous minutes, are available at the meeting.
5. Coordinating logistics: The secretary coordinates the logistics of the meeting, such as booking the venue, arranging refreshments, and providing equipment such as projectors or whiteboards.

 

Writing the minutes

Writing the minutes in meetings is an essential task that involves documenting what took place in a meeting and keeping a record of decisions, actions, and discussions. The minutes serve as a record of the meeting that can be referred to in the future and can help to ensure that everyone is on the same page regarding the outcomes of the meeting. Here are some steps to follow when writing the minutes in meetings:

1. Prepare beforehand: Before the meeting begins, ensure you have a template or format for the minutes and any other necessary materials such as an agenda, previous minutes, and reports.
2. Attend the meeting: As the minute-taker, attend the meeting and pay attention to what is said and done. Take notes of the key points, decisions, and actions. Record the names of those who attended the meeting and those who did not.
3. Structure the minutes: The minutes should follow a specific structure. Start by recording the date and time of the meeting, the name of the organization or group, and the attendees. Then record any apologies for absence, and any changes to the agenda.
4. Record discussions: Record any discussions that took place during the meeting. Include the main points that were discussed, any decisions that were made, and the rationale behind those decisions. Be sure to include any action items that were agreed upon.
5. Record any action items: Action items are the specific tasks that need to be completed as a result of the meeting. Record each action item along with the person responsible for completing it and the deadline for completion.
6. Review and distribute: Once the minutes are complete, review them for accuracy and clarity. Then distribute them to the attendees and other relevant parties. Ensure that everyone who needs to receive a copy of the minutes does so in a timely manner.