meetings and its associated termsOffice Administration - 14th May 2008<br />1<br />
Picture showing a meeting in progress<br />2<br />
TODAY’S CLASS<br />What are meetings<br />Why do we have meetings<br />Terms associated with meetings:<br /><ul><li>Ad hoc - A meeting is ad hoc when it is convened suddenly for one specific purpose. In other words, it is not part of the normal cycle of regular meetings.
Adjourn - Stopping a meeting that is in progress. An adjournment may be for a short break, or it may be simply the end of the current meeting.
Casting Vote - If an item under discussion at a meeting is subject to a vote, and there are equal votes for and against, the person who is chairing the meeting will cast a vote to break the tie so that a definite decision is made. This is called the casting vote
Chairperson - The person who presides over and controls the meeting. Often simply called ‘the chair
Ex-officio - A person who is not a member of a particular committee that is meeting, but is invited to attend because they have a special contribution to make or because they hold a particular position in the organization, e.g. the chair of a society is often an ex-officio member of all sub-committees of that society.
Motion - A motion is a formal step to introduce a matter for consideration by the group that is meeting. It is proposed by an individual attending the meeting. When a motion is ‘passed’ or ‘carried’, this means that it is agreed upon by the majority of people attending the meeting. Action then takes place after the meeting.
Proposer - A person who suggests a motion. Can also be called a NOMINATOR if a person is being nominated for election to say, a committee.
Quorum - The term QUORUM usually relates to special meetings such as Annual General Meetings of a company. A quorum is the minimum number of people required to be in attendance at a meeting so that the meeting can go ahead. </li></ul> When there is a quorum, the meeting is said to be sufficiently representative of the members of the company – any motions passed are therefore considered fair and legal. <br /> The number of people required for a quorum at a meeting will be stipulated in the Articles of Association of the company or the rules of the organization.<br />3<br />
<ul><li>Proxy - A proxy is a person authorized to act on behalf of another person at a meeting, i.e. when the person appointing the proxy is unable to attend.
Ratify - To approve or express consent at a meeting, regarding a motion that has been proposed
Rescind - To annul, revoke or cancel a decision previously ratified by a meeting</li></ul>Seconder - A person who supports a motion proposed by another person. It is usual for someone to ‘second’ a motion to prove that more than one person wishes the motion to be passed. <br />Once a motion is seconded, it will then be discussed by everyone at the meeting.<br /><ul><li>Verbatim - Using the exact words as a direct quotation from a source, e.g. from a written text or a speaker at a meeting.
Vote - It usually taken when a motion has been proposed and seconded. If everyone present votes in favour then the motion is said to have been passed NEM COM. If a majority of those present vote in favour then the motion is passed</li></ul>4<br />
WHAT ARE MEETINGS?<br />A meeting is a forum for communicating with, or between, a number of people. The number of people attending may be anything between TWO and SEVERAL HUNDRED. <br />QUESTION: IS CASUAL COMMUNICATION BETWEEN COLLEAGUES IN AN OFFICE CONSIDERED A MEETING?<br />WHAT DIFFERENTIATES A MEETING FROM CASUAL COMMUNICATION?<br /><ul><li>It is structured – there is an agenda (LIST) of specific topics for discussion.
It has objectives – is designed to achieve a specific outcome, such as a plan of action for someone or something.
It is planned in advance – has a venue and time published, and participants are allowed time to prepare what they will say or do at the meeting.</li></ul>5<br />
Reasons for having a meeting<br /><ul><li>Formalize decision-making processes in a business or organization
Bring various individuals within the organization together to ‘have their say’ about an issue or a number of issues
Help foster a spirit of cooperation and teamwork in an organization</li></ul>6<br />
AGENDA<br />A list showing the order in which items will be discussed at the meeting. Agendas for formal meetings always follow a set order.<br />7<br />Example<br />AGENDA<br />A meeting of the Board of Directors of Smart Solutions will be held on 17 January 2005 in the company’s Boardroom at 1630 hours.<br /><ul><li>Apologies for absence
Investment committee’s report</li></li></ul><li>QUESTIONS:<br />Describe three purposes of meetings.<br />What is ‘quorum’?<br />What does the term ‘ad hoc’ mean as applied to meetings?<br />
Points to run a successful meeting<br />Have an agenda<br />Be prepared<br />Be on time<br />Provide opportunity for participants to greet and introduce invited guests and new members<br />Maintain focus<br />Decide and allocate responsibility for actions promptly and clearly<br />
PROCEDURES BEFORE, DURING AND AFTER A MEETING<br />BEFORE A MEETING<br /><ul><li>Contact all participants with details of date, time and venue to find out if these will be suitable for each participants. If the date, time and venue will be inconvenient for most participants, then it should be changed.
Inform all participants of the date, time and venue using a combined notice and agenda. </li></ul> Participants may be informed using various methods viz: e-mail, telephone and this is followed up by sending a hard copy of the notice, agenda. <br /> The agenda is sent so that participants can prepare for the discussions. Other relevant printed materials and supporting documentation are also sent so that participants are aware of the issues that will be discussed.<br /><ul><li>Arrange the meeting room so that the participants will be comfortable for the duration of the meeting. Some aspects to look at are:
Appropriate size of meeting room so that participants will be accommodated
Book specialized equipment in advance e.g. laptops, flip charts and LCD Projectors
Arrange for refreshments e.g. tea, coffee, juice, snack plates</li></ul>10<br />
DURING A MEETING<br /><ul><li>Ask participants to sign the Attendance Register as they arrive
The chairman may wait to have a quorum present before the meeting can be convened
Apologise for absence of any participant who may be unable to attend. Usually the participant will inform the chairperson in advance of his inability to attend
Read the minutes of the previous meeting. Once the minutes has been seconded and passed the chairperson signs and dates the minutes and it now becomes a true record (able to stand up in court) of the proceedings
Discuss any matters arising form the previous minutes
Speakers should introduce themselves before speaking if they are attending the meeting for the first time
Participants wishing to make a comment should stand and address the chairperson as ‘Mr Chairman or Madma President’.
The secretary should have extra copies of the minutes and other documents used in the meeting for easy reference and for participants who may need it.
The secretary will make notes of the proceedings . She may also se a digital recording device to tape the entire meeting so that after the meeting she may use her notes in conjunction with the tapes to produce an accurate account of the meeting.
Pay close attention and note the proposer of motions, the seconder and any decisions passed
At the end of the meeting, the chairperson should summarize the decisions taken and allocate responsibility for actions items. This is done so that participants are clear to what they are responsible for and there is a fair distribution of responsibility.</li></ul>11<br />
AFTER A MEETING<br /><ul><li>The secretary ensures that the meeting room is clean and all equipment returned
Writing and circulating using the tape recorder to confirm any items she may have missed. The minutes should be typed using good grammar and should be prepared as soon as possible while it is still fresh in the memory.
The action sheet should be clear as to who is responsible for what action and a due date for each action given. A copy should be provided for each participant. Participants should then act on the items they are responsible for.
The final draft minutes should be presented to the chairperson for approval. After his approval, copies will made and distributed to the members and also those who were absent.
Filing and index the final draft minutes. Minutes should be kept in a separate file in chronological order.</li></ul>12<br />
Formation of companies<br /><ul><li>Companies Act – lay down the legal requirements such as
How much time in advance a member should be informed before a AGM (usually 3 months)
Any special requirements at the venue of the AGM such as parking/seating/for disabled members.</li></ul>Under the companies act, there are two types of companies which may be registered viz:<br /><ul><li>Private limited company – set up by private persons who use their own money e.g. sole traders
Public limited company – members of the public who invest/buy shares in a company who are then called SHAREHOLDERS. This is often done to raise funds for investment.
Shares – a share is a unit of public limited company which has a value, e.g. company x is worth 10,000 and has 100 shares; therefore one share is worth $100.00; if a member of the public buys 3 shares in company x, he paid $300 for them.
Setting up a company – a company is set up in accordance with the country’s Companies Act. When a company has been successfully set up, it draws up a MEMORANDUM and ARTICLES OF ASSOCIATION which contains:
List of members and the and the amount of shares they hold
The number of directors (also known as officers) that will be appointed to the Board of Directors. They will be appointed or removed according to the rules stated in the Articles of Association
By-laws of the company are detailed rules and regulations of how the company must be managed and may be amended at any time by the BOARD OF DIRECTORS.
Management of companies – companies are managed in accordance with the by-laws and articles of association. The persons responsible for enforcing those rules are the management (General Manager, CEO, Managers and the Board of Directors). Although the shareholders are the owners of the company, they will lack the required knowledge and experience to run/have an input into the daily running of the company</li></ul>13<br />
ANNUAL GENERAL MEETINGS (AGMs)<br /><ul><li>Annual General Meetings (AGMs) – AGMs are special meetings held yearly to discuss the following:
Meeting proxies – a proxy is someone who is authorized to vote on behalf of a member at an AGM; they may also send a pre-written statement on their voting options. The member may choose a proxy because he is unable to attend.