This document discusses meeting etiquette and types of meetings. It defines a meeting as a group communication around a defined agenda for an established duration that can occur face-to-face or virtually. Meeting purposes are listed as informing, persuading, gathering information, discussing/brainstorming, and deciding. The document also outlines what should be included in a meeting agenda and minutes, such as details of participants, discussion points, and thanks/closing. Meeting etiquette tips are provided for before, during, and after meetings. Finally, types of meetings like formal/informal, status, planning and board meetings are identified.

1. Module 4
Meeting etiquette

2. Introduction
A meeting is a group
communication in action
around a defined agenda, at
a set time, for an established
duration.

3. Meetings can occur face-to-face, but
increasingly business and industry are turning to
teleconferencing and videoconferencing options
as the technology improves, the cost to
participate is reduced, and the cost of travel
including time is considered.

4. Purpose
to inform
to persuade/influence
to gather information
to discuss/brainstorm
to take action
to decide

5. Meeting Agenda About Helps define your
purpose in advance

6. Seating arrangement

7. Minutes of meeting is an official record of
the proceedings of a meeting.
Minutes help in understanding the deliberations
and decisions taken at the Meeting.
There is no restriction format or language for
recording Minutes of meeting.
Minutes kept in accordance with the provisions
of the Companies Act can serve as evidence in
Court of Law.

8. Minutes of meeting should state the
serial number and type of the Meeting,
name of the company, day, date, venue
and time of commencement of the
Meeting.
In addition, a minutes of meeting must
also specify the following:
Details of Participants
Election & quorum (if applicable)
Discussion points (as outlined in the
agenda)
Thanks & closing of the meeting
MOM
Format

9. Meeting etiquette
Before - agenda and meeting information sent in
advance, keep reference material ready, book meeting
room in advance, if some members are attending online,
ensure teleconference or videoconference has been
arranged and communicated well in advance, book
appointments if necessary, equipment check

10. Meeting etiquette
During - seating is on same level, don't attend phone
calls, don't eat or drink (only water/coffee/tea allowed),
don't interrupt - verbal & physical movements, pay
attention, make notes if necessary
After - thank everyone, work on deliverables as agreed in
the meeting

11. Types of Meeting
Formal & informal meetings
Status meetings
Planning meetings
Board meetings/Governance meetings
Problem solving meetings