2. OBJECTIVES
• Explain the purpose and objectives of meeting;
• Differentiate various types of meetings;
• Discuss how to prepare for a meeting;
• Draw up an agenda for a meeting;
• Explain the duties of a chairperson;
• Explain the duties of the secretary before, during,
and after meeting;
• Understand the basic meeting terminology;
• Explain the correct procedure to follow at
meetings;
• Identify and discuss the basic parts of the minutes
of the meeting.
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3. INTRODUCTION
Meetings in today’s organizations
are a fact of organizational life. Holding
effective meetings is one of the
essential managerial skills. Meetings
are at the heart of management. At
least 60 percent of manager’s time is
spent in meetings (Barker, 1997:9).
“When the outcome of a meeting is to
have another meeting, it has been a
lousy meeting” (Stewart et al 1996:49).
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4. WHAT ARE MEETINGS?
Erasmus-Kritzinger, Swart and
Mona (2000:263) define a meeting
as follows: “A meeting is a gathering
of two or more people to discuss
matters of mutual concerns, and to
take and implement any necessary
decisions relating to these matters”.
In an organization, a meeting
is used for various purposes, such as
the following, as outlined by
Penrose, Rasberry and Myers
(1993:268) and Moseley,
Megginson and Pietri (2005:296).
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5. MEETING PURPOSES:
1. To accept reports from participants
2. To reach a group judgement of
decision
3. To analyze or solve a problem
4. To gain acceptability for an idea,
programme or decision
5. To achieve a training objectives
6. To reconcile conflicting views
7. To communicate essential
information to a group
8. To relieve tension or insecurity by
providing information and
management’s viewpoints
9. To ensure that everyone has the
same understanding of information
10. To obtain quick reactions
11. To reactivate a stalled project
12. To demonstrate a product or
system, and
13. To generate new ideas or concept
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6. ESSENTIALS OF COMPANY MEETINGS
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1. Two or More Person: To constitute a valid meeting, there must be two or more
persons. However, the articles of association may provide for a larger number of
persona to constitute a valid quorum.
2. Lawful Assembly: The gathering must be for conducting a lawful business. An
unlawful shall not be a meeting in the eye of law.
3. Previous Notice: It is a condition precedent for a valid meeting. A meeting, which is
purely accidental and not summoned after a due notice, is not at all a valid meeting in
the of law.
4. To Transact a Business: The purpose of the meeting is to transact a business. If the
meeting has no definite object or summoned without predetermined object, it is not
a valid meeting. Some business should be transacted in the meeting but no decision
needed be arrived in such meeting.
7. 1. Meeting of the Shareholders
2. Meeting of the Board of
Directors and their
Committees
3. Meetings of the Debenture
Holders
4. Meeting of the Creditors
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TYPES OF MEETING
11. 11
On arrival:
1. When arriving early at a formal meeting, wait to be told where to sit.
2. At a formal meeting, the chairperson usually sits in a prominent
position. For example, at the head of the table
3. Make sure you are aware of the rules and conventions your
organization uses to govern formal meetings.
4. If you arrive late at a meeting, apologize to the chairperson and
quietly take your seat.
5. Don’t greet all your colleagues and interrupt the meeting.
FORMAL MEETINGS
12. 12
During the meeting:
1. Don’t fidget, tap your fingers or look bored while someone is
speaking.
2. Do not ‘click’ your pen.
3. Make certain that your cell phone is switched off, not on silent.
Settings such as silent and vibrate, may affect the sound system and
disturb attendees.
4. Do not use your laptop during meeting to respond to e-mails or do
anything else not related to the meeting.
5. Avoid interrupting another speaker.
FORMAL MEETINGS
13. 13
During the meeting:
6. At a formal meeting, speak ‘through’ the chairperson. That means
indicating to the chairperson that you want to speak, and then
speaking when a chairperson invites you to do so. When addressing
the chairperson, use the correct title i.e Madam / Sir Chair.
7. Do not hold private discussions with attendees during a meeting.
8. Do not leave a meeting unnecessarily and if you have to first asking
the chairperson to excuse you.
9. Do not eat snacks and food during a meeting, wait for the scheduled
break.
FORMAL MEETINGS
14. 14
At the end of the meeting:
1. The convenor must ensure that the meeting room is tidied once
participants have left.
2. It is acceptable for anyone at a meeting to extend a vote of thanks to
anyone who made a special contribution to the meeting.
FORMAL MEETINGS
15. 15
1. Arrive a few minutes early and start the
meeting on time.
2. Welcome everyone, make the necessary
introductions and declare the meeting
open.
3. Confirm and follow the agenda of the
meeting.
4. Present and confirm the minutes from the
previous meeting.
5. Manage and control the meeting. Start a
meeting by setting a cut-off time. This
helps to encourage people to be brief.
6. Call on individuals to introduce or led
discussion of points on the agenda and
gives everyone a chance to speak.
7. Ensure that no one dominates discussion.
At the end of each topic of discussion,
summarize the outcome and get an
agreement on the decision being minuted.
8. Ensure that the person given the
responsibility to action the decision, knows
what they have to do and when it should
be done and reported on.
9. Set the date for the next meeting.
10. Thank those present for attending.
11. Thank anyone whose facilities have been
used for the meeting.
12. The chairperson may call a short,
unscheduled ‘comfort break’, if several
attendees require this.
DUTIES OF A CHAIRPERSON
16. INFORMAL MEETINGS
Small groups,
perhaps because of their
size, sometimes prefer to
operate more informally.
Although the structure of
the meeting may differ
from a formal meeting,
the same professional
conduct should be
practiced
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17. BASIC MEETINGTERMINOLOGY
17
In order to have a valuable contribution during meetings, it is important to know
and understand the basic meeting terminology.
Addendum
Additional Members
Ad hoc committee
Adjournment
Amendment
Appeal
Attendance register
Chairperson
Closure
Committee
Consensus
Constitute the meeting
Constitution
Convene
Co-opt
Deadlock
Decision
Ex-officio
General members meeting
Guillotine ruling
Honorarium
In camera
18. Agenda is a document that
outlines the contents of a
forthcoming meeting. It is usually
sent along with the notice of the
meeting.
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AGENDA
1. Minutes of the last meeting.
2. Matters arising from the minutes.
3. Financial irregularities.
4. Re-organization of work.
5. Any other business.
6. Date of next meeting.
19. Minutes serves as official records
of meetings or proceedings. In
deliberative assembles organizations,
the need for preparing and
documenting the proceedings of the
meeting is highly imperative.
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MINUTES OFTHE
MEETING
1. Name of the organization
2. The type of meeting
3. The time and place of the meeting
4. The venue of the meting
5. The number of the meeting
20. IMPORTANCE OF KEEPING MINUTES
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1. Minutes contain a record of the business transacted and decisions taken
at a meeting. They serve as a personal record for future reference.
2. Minutes serve as a reminder for the actins to be taken to implement the
decisions arrived at a meeting.
3. Minutes can be produced as evidence of the proceedings in a Court of
Law.
4. Minutes help in the efficient conduct of business. If proper minutes are
not kept, the decisions arrived at meeting may be questioned by any
member or Author and therefore, they cannot be proved in Court of Law.
21. GENERAL GUIDELINES FORWRITING MINUTES
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1. Minutes of each meeting should have heading containing the type of meeting.
2. The date, time and place at which the meeting was held should be mentioned.
3. In the case of general meetings and board meetings, it is usual to state the number of
the meeting.
4. The minutes should contain the names of all those who were present and the capacity
in which they were present.
5. Each item in the minutes is numbered and given a brief heading.
6. Each item should be written in the minutes in the same order in which the business
was transacted.
7. Minutes should be brief but no important detail should be omitted.
8. Defamatory language, irrelevant points should not be recorded.
22. GENERAL GUIDELINES FORWRITING MINUTES
22
9. While writing minutes, no reference should be made to the feelings of the persons
present.
10. Dates and figures should be clearly and precisely stated in the minutes. If a reference
is made in certain letters or reports, their numbers and dates should also be
mentioned.
11. In case of a special resolution passed at the meeting, the number of those in favour
and against should be recorded.
12. The secretary should go on taking notes during the meeting.
13. It is advisable for the secretary to show the rough draft of the minutes to the
Chairman and get his approval.
14. The language of the minutes should be simple and precise. Simple past tense and
passive voice are preferable.
23. GENERAL GUIDELINES FORWRITING MINUTES
23
15. Ensure that each item discussed in the meeting has been recorded.
16. Use a separate paragraph for each item.
17. Record full text of motions.
