1. Meetings, notice forMeetings, notice for
meetings, Agenda andmeetings, Agenda and
Minutes of meetingMinutes of meeting
2. Main TopicsMain Topics
1.1. Principal types and purposes ofPrincipal types and purposes of
business meetingsbusiness meetings
2.2. Main features of formal meetingsMain features of formal meetings
3.3. Terminology associated with formalTerminology associated with formal
meetingsmeetings
4.4. The agenda and the minutesThe agenda and the minutes
5.5. The tasks involved in chairing aThe tasks involved in chairing a
meetingmeeting
3. Type Primary purpose Example
Briefing To deliver information CEO presents financial results
to investment analysts
Investigatory To gather information Board of Inquiry interviews
witnesses to a serious accident
Advisory To provide information Panel of experts advise
government department on
new legislation
Consultative To voice opinions Manager asks her staff how
they feel about a proposed
profit-sharing scheme
Executive To make decisions Board of trustees agrees a new
strategic plan for hospital trust
Meetings: Principal types and purposesMeetings: Principal types and purposes
4. The main features of formal meetingsThe main features of formal meetings
established rules andestablished rules and
proceduresprocedures
written records ofwritten records of
previous meetingsprevious meetings
usually a specifiedusually a specified
membership who aremembership who are
invited to participate.invited to participate.
5. Terminology associated with formal meetings (1)Terminology associated with formal meetings (1)
Term Explanation
Agenda Document which lists the topics to be discussed.
Adjournment A break in the meeting before all of the agenda items
have been covered.
Amendment A small change or improvement that is proposed,
seconded and put to the vote.
AOB Any Other Business. The things that are discussed at the
end of an official meeting that are not on the agenda.
Ex officio
members
Individuals appointed to a committee by virtue of the office
they hold, rather than by direct appointment or election.
Matters
arising
This is a standard agenda item, referring to items from the
previous meeting's minutes that require further discussion
or clarification.
Minutes Document that, once approved by meeting attendees, is
intended to provide a record of the meeting.
6. Terminology associated with formal meetings (2)Terminology associated with formal meetings (2)
Motion A proposal that is discussed and voted on at a meeting.
Point of
order
If someone thinks that the meeting is not following its written
rules, he can point it out to the chair by calling 'point of order'.
Proxy A proxy is someone acting on behalf of a person who is
unable to attend the meeting.
Quorum This term refers to the minimum number of members or
delegates required for a meeting to proceed. If attendance
falls below that number at any time in a formal meeting, it is
deemed to be inquorate and business must be suspended.
'Through
the chair'
It is normal practice for all comments at a formal meeting to
be addressed via the chair, rather than in direct exchanges
between members.
Ultra vires This legal term derives from the Latin, meaning 'outside the
powers'. It refers to decisions or actions that fall beyond the
remit of a particular committee.
7. Open the meeting: invite introductions if necessary;
state the purpose of the meeting; present the agenda.
Move to first agenda item
During the meeting :
Invite someone to speak
Move to the next point
Bring others into
the discussion
Interrupt / Control
if necessary
Ask for repetition
and clarification
Paraphrase (restate using own words) &
Summarize (brief general statement)
Conclude the discussion: summarize the decisions/ points raised
make sure tasks are delegated
Ask if there is any other business
End the meeting and fix the next meeting date
Source: Adapted from NLM
8. AGENDAAGENDA
What is theWhat is the PurposePurpose of anof an AgendaAgenda??
AnAn AgendaAgenda is a list of items to beis a list of items to be
discussed or acted upon.discussed or acted upon.
9. Examples of using an AgendaExamples of using an Agenda::
TopicsTopics that will be covered at the nextthat will be covered at the next
staff meeting.staff meeting.
TopicsTopics andand speakersspeakers that will present atthat will present at
the next Board meeting.the next Board meeting.
10. These components must beThese components must be
centered at the top of the Agenda:centered at the top of the Agenda:
In theIn the HeadingHeading sectionsection::
– thethe Organization nameOrganization name
– thethe DateDate
– thethe Location,Location, andand
– thethe TimeTime of the meetingof the meeting
11. What items make up theWhat items make up the BodyBody of theof the
AgendaAgenda??
– Time slotsTime slots
– TopicsTopics
– Speakers/presentersSpeakers/presenters
12. Considerations when preparing the agenda
Logical sequenceLogical sequence
Simple items firstSimple items first
Consensus items firstConsensus items first
Late arrivals andLate arrivals and
early departuresearly departures
13. Figure 13.4 Sample agenda and notice of meeting
Sample agenda and notice of meetingSample agenda and notice of meeting
14. TO:TO: All Members of StaffAll Members of Staff
FROM:FROM: Joe Chan (Chairperson)Joe Chan (Chairperson)
DATE:DATE: 23 February 200-23 February 200-
SUBJECT:SUBJECT: Monthly Staff MeetingMonthly Staff Meeting
A meeting of all members of staff will be held on Monday 3 March 2000A meeting of all members of staff will be held on Monday 3 March 2000
at 10 am in the conference room. It will last about one hour.at 10 am in the conference room. It will last about one hour.
1.1. Apologies for absence (JC)Apologies for absence (JC)
2.2. Minutes of the last meeting (JC)Minutes of the last meeting (JC)
3.3. Matters arising (WW)Matters arising (WW)
4.4. Measures to be taken to cut running costs (SY)Measures to be taken to cut running costs (SY)
5.5. How the measures are to be implementedHow the measures are to be implemented
6.6. Any other businessAny other business
7.7. Date of the next meetingDate of the next meeting
Ms T TamMs T Tam
Secretary to the chairpersonSecretary to the chairperson
Distribution:Distribution: Willie WongWillie Wong Sanny YeungSanny Yeung
Charlie WuCharlie Wu Billy BunterBilly Bunter
Susie WongSusie Wong Venus PongVenus Pong
Peter PerksPeter Perks Joesph TseJoesph Tse
THE GRABBIT INSURANCE COMPANYTHE GRABBIT INSURANCE COMPANY
AGENDAAGENDA
15. AGENDA MEETING SAMPLEAGENDA MEETING SAMPLE
Agenda for the steering committee meeting Tuesday July, 18 2006,Agenda for the steering committee meeting Tuesday July, 18 2006,
at 9.00 hrs., New York officeat 9.00 hrs., New York office
Opening/Welcome (9.00 - 9.05)Opening/Welcome (9.00 - 9.05)
Announcements and documents received (9.05 - 9.20)Announcements and documents received (9.05 - 9.20)
Approval of minutes of meeting held May 12, 2006, as well as actionApproval of minutes of meeting held May 12, 2006, as well as action
list (9.20 - 9.35)list (9.20 - 9.35)
Evaluation information programme. Mr. Johnson has prepared theEvaluation information programme. Mr. Johnson has prepared the
evaluation of this programme, and asks input from the participantsevaluation of this programme, and asks input from the participants
before publishing (9.35 - 9.45)before publishing (9.35 - 9.45)
Proposal for harmonisation of the packaging. Mrs. Leeson hasProposal for harmonisation of the packaging. Mrs. Leeson has
made a first proposal, and wants to discuss this in the meeting (9.45made a first proposal, and wants to discuss this in the meeting (9.45
- 10.15)- 10.15)
Financial report of 2nd quarter. Mr. Mill, approval (10.15 - 10.25)Financial report of 2nd quarter. Mr. Mill, approval (10.15 - 10.25)
Any other business (10.25 - 10.40)Any other business (10.25 - 10.40)
Ajournment(10.40 - 10.45)Ajournment(10.40 - 10.45)
17. Writing up the minutesWriting up the minutes
Types of minutes:Types of minutes:
Verbatim minutes – word for wordVerbatim minutes – word for word
Narrative minutes – summary ofNarrative minutes – summary of
discussion, decision taken and action pointdiscussion, decision taken and action point
arisingarising
Resolution minutes – stating only what wasResolution minutes – stating only what was
agreedagreed
18. Being a successful chair (1)Being a successful chair (1)
Before the meeting – tactical planningBefore the meeting – tactical planning
Consider the purposeConsider the purpose
Postpone if not enough items/key peoplePostpone if not enough items/key people
Avoid overloading agendaAvoid overloading agenda
Arrangements at the venueArrangements at the venue
Read papers and reportsRead papers and reports
19. Being a successful chair (2)Being a successful chair (2)
After the meeting – prompt follow-upAfter the meeting – prompt follow-up
Review minutes and ensure they areReview minutes and ensure they are
circulated to the circulation list.circulated to the circulation list.
Check the previous ‘action’ column beforeCheck the previous ‘action’ column before
the next meeting and seek confirmation asthe next meeting and seek confirmation as
to whether the named individuals haveto whether the named individuals have
done what was required.done what was required.
20. At your last department meeting,
three people monopolized the
entire discussion. What can you
do at the next meeting to
encourage other department
members to voluntarily
participate?
22. Circulars
• A circular letter is one which is sent out to
many people at the same time
• Used both within organization and for
sending out information from
organizations
• The letter may be prepared once only and
then duplicated
• With modern technology, however, it is
more likely that each letter could be
personalized to look like an original
23. Situations that need
Circulars
• Introduce a new product /service
• Opening of new branch
• Change of address
• Seasonal discounts
• Increase in price, etc
• Obtaining an agency
• Change in constitution of the firm
24. Salient features /
Guidelines
Must be worded in a personal style
• Use individual terms, e.g. ‘you’
and not ‘all of you’ or ‘you all’
•Use singular expressions
Persuasive approach
• Tone of the circular is always in the
form of a request instead of a
command
