What is a meeting? Procedures & Office Bearers Documents of a meeting MEETINGS - What is a meeting? Procedures & Office Bearers Documents of a meeting

What is a meeting? ‘Coming together is a beginning, Keeping together is a progress, Working together is a success.’

Introduction Meeting: is the forum for a group or team. an efficient way to pool individual expertise, experience, knowledge and ideas. can foster creative ideas and solutions to problems that individuals cannot find alone. To convey and share information To reach consensus To build a group

Advantages Creates an opportunity to pool ideas and information Provides a “human face” for the organization The outcomes of meetings may be creative Can help to build morale, commitment, and a sense of belonging Increase individual’s acceptance and commitment to tasks Provides opportunities to co-operate and co-ordinate.

Disadvantages Meetings are not needed to carry out simple tasks Can be time wasting and expensive Sometimes increases pressure towards fixed group thinking Some people let others do all the work at meetings

Preparing for MeetingS Decide what you want from the meeting Set the date Establish the size of the group Determine who should be invited Organize the place to meet Write a notice of meeting Set the agenda

Documents of a meeting Should include: Date and time of the meeting NOTICE OF MEETING– Should include: Date and time of the meeting Its purpose or topic Who should attend Where it will take place A statement to invite participants to send you items for the agenda

An AGENDA – Is a list of items that will be used for discussions at a meeting Is a guideline for the chairperson and the members attending the meeting A document with a list of items to be discussed Is sent out by the Secretary before the meeting to those attending

An example of an agenda Arrangement of the Agenda Opening Welcome Apologies Minutes of the previous meetings Business arising of the minutes Correspondence – inwards and outwards Business arising from the correspondence Financial report Notices of general business Reports Notified business General Business Date, time, place of next meeting Close.

Details of what took place at a meeting brief and accurate document MINUTES Details of what took place at a meeting brief and accurate document Includes the information shared, the decisions made and the action decided upon. Purpose Of Minutes Are a source of reference and authority Help to avoid conflict and save time Encourage accountability

Strategies for Writing Minutes Use the same headings as listed on the agenda Record in the action column who agreed to do the task. Write in reported speech. Use of white space and consistent indenting are important. Check for accuracy.

Office bearers Chairperson – Is the servant of the meeting Sees the discussions are held fairly and is interesting Controls the discussion allowing for everyone’s voice to be heard Opens, welcomes, guides the discussions according to the Agenda, sets the date of next meeting and closes the meeting.

Secretary – Has the most demanding role Helps sets the Agenda with the Chairperson Puts up the NOTICE OF MEETING as well as writes the Minutes of the meeting Makes sure that the venue for meeting is prepared before meeting Must have all documents dispersed to all members before, during and after the meeting. Keeps RECORD of all meetings held.

Treasurer – This person is in charge of all the FINANCIAL transactions in a committee Must have records of income and expenses Must set appropriate BUGDET is need arises to be presented Basically this person is the SOLE person in charge of knowing about finances and everything related to it.

Conclusion Meetings are an important arena for making decisions and voicing out opinions and therefore as employees/workers make the most of it.