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

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

3. 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

4. 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.

5. 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

6. 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

7. 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

8. 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

9. 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.

10. 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

11. 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.

12. 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.

13. 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.

14. 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.

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