Chairman principal officer in meetings as plays critical before during and after meeting. Secretary's role before during and after meeting

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ROLES IN MEETINGS
ABBY ETIQUETTE AND CAREER PURSUIT

2. Discussion
Why care about roles in meetings?
What do you want to know about roles
in meetings?
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3. Some Comments about meeting
John Kenneth
“meetings are indispensable when you don’t
want to do anything”
“the three things that do not add value to
the economy of a country are lawyers,
auctioneers and meetings”
“A meeting s an activity in which people
invest or spend hrs in order to achieve
minutes”
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4. “ it is unfair to compare a business
meeting with a funeral. Funerals have
a definite purpose” and one can add,
meetings do not.
“
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5. Roles in meetings
The Chairman
Principal officer in a meetings
Plays a critical role in determining the meetings
success—before, during and after the meeting
Before the meeting—prepares agenda in
consultation with Secretary or members,
ensures circulation of notice and agenda as per
rules, ensures logistics are in place, prepares
guiding notes or delegates to secretary
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6. During the meeting
Arrives in the meeting in time, calls the
meeting to order after roll call or quorum is
established, makes opening remarks,
introduces new members(co-opted, in-
attendance, and observers if any)
Allocates time to every agenda item and
attempts to impress upon members to stick
to set timelines
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7. Introduces agenda for the day and generally
all motions, guides meeting and enforces
rules of procedure, summarize debate,
highlight points of convergence or
divergence
Ensures decisions are taken within the letter
and the spirit of the rules governing the
groups meeting
Note: chair should avoid temptation to
dominate debate BUT note is entitled to an
opinion
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8. Ensures that democracy prevails and that
equity in contributions is respected
Draws out the silent
Protects the weak
Encourages clash of ideas—but not fight
Presides over elections and announces the
results
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9. States the decision/action arrived at—
specify nature of action, the purpose, the
people, task guidelines, timeframe,
methodology, who to report to and when
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10. After the meeting
Ensures
Action items are implemented
Facilitates and assists members
encountering challenges in undertaking
assigned tasks
Minutes are effectively written(factual and
correctly)
Draft Minutes are circulated to members
before next meeting if rules permit
Evaluates the meetings 10

11. Secretary's role
Before the meeting
Works closely with the chairman on
logistical issues—notice, agenda, venue,
preparation of guiding notes for the chair,
preparation of meeting kit(with all needed
documentations),Payments, teas, support
equipment(e.g. audio-visuals)
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12. During the meeting
 Administrative assistant to the chair on all technical and
legal issues
 Takes notes during the meeting which reflect what
transpired in the meeting—requires alertness and keen to
both verbal and nonverbal communication
 Provides logistical support—writing materials, and
photocopying requests
 Performs messangerial errands if need be
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13. Don’t record:
 every word spoken unless for verbatim minutes like when
recording evidence adduced from witnesses.
 every contributor
 all alternative solutions that were not chosen
If certain details of the debate escape your ear and eye,
then politely ask the chair for clarification.
Note: minutes are not documents of trip down memory lane
like what journalists do-therefore don’t record side shows or
opinions or feelings or comments put in bad
taste.
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14.  Note: minutes are not documents of trip down
memory lane like what journalists do-therefore don’t
record side shows or opinions or feelings or
comments put in bad taste
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15. Prepares Action Items
Prepared by the secretary as an aide
memoir on action items- makes
referencing and follow-up easy
Indicates who is responsible for what
action, timeframes and resources
Can be prepared as a table Appended.
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16. Plan
 Think through the objectives of the meeting
Inform
 Keep members informed about what is to be discussed
Prepare
 Arrange agenda in its proper sequence and timings
structure
Structure the discussions in stages according to agenda
items
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17. After the meeting
 Writes minutes from notes taken during the meeting
 Prepares action items for the chairman and members for
easy reference
 Ensures the chairman authenticates the minutes before
circulation to members
 Keeps minutes under safe custody(skill of care depends
on the type of meeting and minutes
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18. Members role
Before the meeting
Familiarize themselves with the agenda
items and prepare adequately to partake
in the debate
Know the venue
Collect all supportive evidence
Clarify unclear issues with the chairman
or the secretary 18

19. During the meeting
Actively contribute to debate
Raise points of order or information
Support others to reach consensus for
purposes of collective decision making
Take part in voting(if any)
Volunteer to work in task teams or
individual assignments
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20. After the meeting
Carry out tasks allocated(if any)
Evaluate your performance and other
members during the meeting
Consult officials or members to clarify on
tasks
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21. Kinds of people in Meetings
 There are different kinds of people in meetings
 Chairman--dictators, persuader, the abdicator, the
destroyer,
 Members—Mr.. happy hippopotamus (insecure and
roars), Mr.. cat (all knowing), Mr.. lion (autocrat), Mr..
Squirrel (not interested), Mr.. equine (busy and anxious
for the meeting to end), Mr. sheep (follows the crowd)
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22. Dealing with people in Meetings
 List all late arrivals in the minutes and don’t allow them to
take you back
 seat people to have eye contact with everybody
 Watch body language to see who is for or against
 Control trouble makers, they never mind
 Draw out the silent
 Protect the weak
 Encourage clash of ideas: conflicts stimulates but don’t let it
be a fight
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23. Conclusion
One needs to appreciate that meetings are about collective
decision- making which calls for the participation of others
in helping one achieve organizational objectives. The
manager’s leadership style will determine to what extent
and how efficiently those objectives are achieved.
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