BEST PRACTICE IN MANAGEMENT OF MEETINGS CS SHARON J. KISIRE

Session objectives Your expectations …..

Cont…. To appreciate the reasons for meetings To understand the role of key persons in the management of meetings To appreciate the value of proper documentations relating to meetings To understand how meetings can be made fruitful and meaningful

Introduction Write 2 things that you have liked about the meetings you have attended Write 2 things that you haven’t liked about the meetings you have attended

Convening a meeting Preparation Notice Agenda

Preparation A meeting - an assembly of people for a lawful purpose A Valid meeting = Proper Convention, Constitution and Conduct

Cont…. Why meet?

Cont… Invitations / Give notice for the meeting Equipment required Minutes and matters arising from the minutes / implementation tracker Think through roles ( chair) and voting methods should you require

Cont.

Cont…. Obtain advance confirmation of attendance by those invited Set up a help desk around about the meeting venue – security, parking, medical, photocopies

Right & timely information matters ! Timely -2 weeks in advance for board meetings Content - relevant and accurate

Cont..to whö?

Notice should ….. Observe the agreed regulatory/legal provisions: the notice period, entitlement to receive notice, mode of circulation of notice, etc. Ensure supporting resources are also notified

Content of notice Notices vary from meeting to meeting as guided by relevant Statutes or regulations. Every notice must be in writing and on the minimum include- Name, title and address of the invited person Date of issuing the notice Entity holding the meeting Time of the meeting

Cont…. Day and date of the meeting Venue of the meeting with complete and clear directions- Type or nature of meeting including details on special business if any, Name, title and signature of person issuing the notice

Cont…. Notice may be sent by post or delivered by hand or by electronic means where the Articles permit and may include posting on the website or published in full or in abridged form in dailies in wide circulation.

Agenda: a schedule of meeting activities Sets the tone for the meeting Enables participants to conceptualize their contribution Facilitates roles assignment to participants Helps to budget for time and use it wisely Facilitates the flow of events / discussions Facilitate control of the meeting in all aspects

Sources of agenda items Board’s work plan arising from its mandate Previous Minutes, e.g. deferred items Correspondences Suggestions from participants/members Current events, e.g. in the economy, politics etc. Company performance

Standard items of an agenda Name and title Preliminaries or opening remarks or Introduction Apologies, if any Adoption of the Agenda Confirmation of previous minutes Matters arising Substantive agenda items Any other Business Date of next meeting Name & signature of person issuing Date of issue

Kumbuka….. All meetings must have clearly listed items for discussion The list is circulated in advance preferably together with the notice All invited persons have a copy of the agenda All items are listed in the same order on all agenda papers All the items listed for discussion are relevant

Cont…. The list is neither too long nor too short There is room for amendment - flexibility All items are serially numbered Provide for preliminaries and any other business that is relevant to the meeting

Activity – 5 minutes Your CEO has called you and informed you that he intends to call a meeting for the Board to discuss the performance of the year 2017 and the objectives for the year 2018. Propose an agenda for your CEO.

Preparation of agenda Secretary to prepare in liaison with Chairman and CEO, well in advance. Avoid developing agenda at the meeting. Arrange them in a logical flow/priority order. Include manageable number of items. Beware of agenda items arising at the meeting and how to deal with them.

Conducting meetings Roles of: Chairman Members Secretary Staff members

Chairman Provides overall leadership to the meeting Notice - properly convened Constitution - properly constituted Conduct – proceedings conducted strictly in accordance with the rules Duty to preserve order

Cont…. Ensures every member time to speak Guide the decision-making process Sets the mode and overall mood of the meeting Monitors meeting attendance, participation & outcomes

Cont….powers Decide points of order Use a casting vote Maintain order Decide points of order Use a casting vote Order the removal of disorderly persons Adjourn the meeting

Secretary Facilitates: Preparation for the meeting Convening of the meeting Logistics for the meeting Taking notes at the meeting Follow up of meeting resolutions

Guide to taking minutes Minutes of a meeting should include: Date, time and place of meeting List of people attending, and any members absent Time the meeting was called to order Approval of the previous meeting’s minutes and any amendments

Meeting papers Meeting papers should be properly numbered and referenced Papers should be arranged in the order of the agenda, properly bound Lengthy reports should be supported by a summary Action required of the meeting should be clear-noting, approval, comments, discussion, etc. A master copy of the meeting papers to be kept by the Secretary. Other duplicate copies may be destroyed soon after the meeting .

Participants/Members Contributions on the agenda on the table Raising comments Interrogate given information At all times exercise independent judgment Understand and accept the principle of collective responsibility Confidentiality on information held.

Cont…. Attend meetings Provide quorum at the meetings Vote at meetings Confirm decisions and resolutions taken at meetings Chair Board Committee meetings

Other Staff members Provision of technical support in preparation of board papers. Undertake effective implementation of board decisions, strategies, policies, rules and regulations

Kumbuka ….. All decisions desired should be made at the meeting. Nothing outside the meeting Start meetings on time Keep high confidentiality

Identify the purpose of the meeting Have an agenda for the meeting. Invite the right people for the meeting Prepare for the meeting Develop a follow up list Follow up and ensure execution

Kwaheri …….