1. OUTCOME 4
MEETINGS

2. What does the term ‘Meeting’ mean?
A gathering together of people for a purpose

3. Are meetings necessary in this hi-tech communications age?
Yes
When people are required to work and co-operate with each other, they must meet with each other
Meetings provide an opportunity for people to have face-to-face discussion
Meetings allow the exchange of information and views

4. Are meetings necessary in this hi-tech communications age?
Yes
Meetings provide the opportunity for the delegation of tasks and responsibilities
Meetings allow for a shared approach to problem solving and DECISION MAKING
Meetings usually produce better ideas, plans and decisions than when individuals work on their own

5. What is the first rule of EFFECTIVE meetings?
ONLY HOLD A MEETING IF IT IS NECESSARY
Sometimes a letter, memo, telephone call or simple conversation between 2 people is sufficient

6. When might a meeting be required?
Where persuasion or encouragement is required
Where exchange of ideas and opinions is required
Where a problem needs to be solved
Where there is a significant amount of information to be given to a number of people

7. For a meeting to be EFFECTIVE it must be:
Well organised
Well run

8. Who have an important role to play?
The Secretary
The Chairperson

9. Meetings fall into 2 categories:
Informal meetings
Very common in business
No specified procedures or rules followed
Often led by group leader
Notes of meeting not always necessary
Examples?
Staff talking over coffee
Weekly sales team meeting

10. Formal meetings
Normally held for a SPECIFIC purpose at regular intervals
Specified procedures followed – certain rules and regulations are followed
Very often set out in formal document called a Constitution
Minutes (formal notes) taken as a record of discussion and decisions taken
Examples?
AGM
Board Meeting

11. What are the most common types of formal business meetings?
Annual General Meeting (AGM)
Held by plcs
All shareholders are invited
Required by law to be held
Regulations laid down in Companies Acts
Shareholders given opportunity to discuss the performance of the company over the last year, discuss future plans of company and elect office bearers for coming year

12. What are the most common types of formal business meetings?
Extraordinary General Meeting (EGM)
Called to discuss special business of an urgent nature, egs
Rival company wants to buy the business
Company is in financial difficulty
Open to all shareholders to attend

13. What are the most common types of formal business meetings?
Board Meeting
Held by Directors (who are responsible for managing the company between AGMs)
Board of Directors meet to discuss and decide company policy
Board of Directors can delegate powers/duties to Committees which are formed to carry out certain tasks and report back to Board

14. Types of Committee: EXECUTIVE COMMITTEE ADVISORY COMMITTEE
eg Board of Directors
Can make binding decisions
ADVISORY COMMITTEE
Set up to look at certain issues and then make recommendations to the Board of Directors, eg
whether or not to relocate business
whether or not to expand into a new market

15. Types of Committee: JOINT COMMITTEE STANDING COMMITTEE
Formed to co-ordinate the activities of 2 or more committees
Can be temporary or permanent
Can improve communications between committees
STANDING COMMITTEE
Permanently in existence to deal with certain assigned matters, eg Social committee

16. Types of Committee: AD HOC COMMITTEE SUB-COMMITTEE
Formed for a PARTICULAR task, eg
To plan a special event
To solve a particular problem
Dissolved once purpose has been achieved
SUB-COMMITTEE
Formed as part of another committee to look at a particular aspect of the main committee’s work
Can be either Standing or Ad hoc

17. Legal and Regulatory Requirements
Formal meetings have to comply with various LEGAL requirements, eg
AGMs and EGMs (which are both statutory meetings) must be run according to regulations set out in the Companies Acts

18. To be valid (legal) a meeting must be:
PROPERLY CONVENED – relevant amount of notice given to all entitled to attend
PROPERLY CONSTITUTED – Chairperson must be present and suitable quorum must also be present
Held in accordance with rules and regulations of organisation, egs
a company’s Articles of Association
a club’s Constitution
a local authority’s Standing Orders

19. What is involved in the election of the office bearers of a company?
Must be in accordance with the company’s Articles of Association
Office bearers are usually appointed or reappointed at AGM
Nominations for each position are proposed and seconded
Vote is taken when more than one person is nominated

20. Roles and Responsibilities of main office bearers:
CHAIRPERSON
Responsible for keeping order at meeting
Responsible for generally taking charge
SECRETARY
Part of the role of Administrative Assistant
Provides administrative support
TREASURER (or Finance Director/Chief Accountant in a company)
Responsible for preparing financial reports
Responsible for presenting these at meeting

21. The Chairperson has a very important role to play:
Takes charge of the meeting
Ensures meeting achieves what it set out to achieve

22. RESPONSIBILITIES OF THE CHAIRPERSON:
To make sure that the meeting is set up and run according to the rules of the organisation
Should be familiar with the organisation’s Standing Orders (including rules of running meetings) – in case of a dispute about procedure
To ensure, in liaison with the Secretary, that the previous Minutes are a correct record

23. RESPONSIBILITIES OF THE CHAIRPERSON:
To start meeting on time
To sign the Minutes as a correct record once all members of the meeting/committee present have agreed – dealt with near the start of meeting
To work consistently through the Agenda explaining clearly the item being discussed
To try to ensure that everyone has the opportunity to speak and that discussion is kept to the point

24. RESPONSIBILITIES OF THE CHAIRPERSON:
To ensure that all speakers address the Chair, ie talk to the meeting as a whole by raising points through the Chairperson – otherwise could not keep control if several conversations were taking place at once
To decide when discussion has gone on long enough, and sum up conclusions reached in an unbiased manner

25. RESPONSIBILITIES OF THE CHAIRPERSON:
To put matters to the vote, where necessary, declare the results of voting and clearly summarise decisions so that they are recorded properly – so that there is no doubt about what has been agreed
To close or adjourn a meeting formally
To make decisions, normally in consultation with the Secretary, between meetings and generally act on behalf on the Committee
To take any appropriate follow-up action required, as agreed

26. RESPONSIBILITIES OF THE CHAIRPERSON:
To liaise with the Secretary regarding the preparation of the draft Minutes
To liaise with the Secretary regarding the preparation of the next Agenda

27. Qualities of a good Chairperson
Competent
Tactful
Impartial
Firm
Fair
Natural ability? Learned skill?

28. The Secretary also has a very important role to play:
Also responsible for the smooth running and success of the meeting

29. The Secretary’s volume of work in organising the meeting depends on:
Reason for the meeting
Type of meeting, eg formal/informal
The number of people likely to attend
The venue
Organising an AGM at a large hotel involves much more work than a short Sales Team meeting for a small group of people

30. Duties of the Secretary before a Meeting:
Book appropriate venue/accommodation –
On the premises?
In a hotel or conference centre?
Consider special needs requirements, eg wheelchair access
Confirm booking in writing
Allow extra time at start and end of meeting to allow for checking room before meeting and to allow for the meeting over-running
Make a note in diary
Date
Time
Place
Type of meeting

31. Duties of the Secretary before a Meeting:
Open file for the meeting into which any papers/notes to do with the meeting can be placed
Draft a Notice of Meeting and Agenda for approval by Chairperson
Prepare and distribute the approved Notice of Meeting and Agenda to those members entitled to attend
Attach any additional papers which are to be sent out plus the Minutes of the last meeting if not previously circulated

32. Duties of the Secretary before a Meeting:
Make extra copies of the Agenda, any additional papers and the Minutes of the last meeting as backup at the actual meeting
Any apologies for absence should be carefully noted
The Chairperson may request that you obtain statements/documents from members who are going to be absent, as their knowledge and opinions are important
Arrange for name cards if the people present are not known to each other and organise a seating plan as necessary

33. Duties of the Secretary before a Meeting:
Arrange, as appropriate, refreshments, audio visual aids, car parking spaces, special needs requirements
Prepare Chairperson’s Agenda
Place a copy of the Minutes of the last meeting in the Minute Book, ready for Chairperson’s signature at the forthcoming meeting
Have an Attendance Register prepared for completion at the meeting – especially if a large meeting is taking place

34. Duties of the Secretary before a Meeting:
Make sure there are supplies of:
pencils
paper
Notebooks
Look out documents/files required for reference at the meeting
If the meeting is a public one, notify the Press

35. Duties of the Secretary on the day of the meeting – before it starts:
Notify Reception of meeting and provide them with a list of those attending
Put up direction signs to the meeting room
Place a ‘Meeting in Progress’ notice on the door
Check room before the meeting to ensure that it is appropriately organised with suitable
Heating
Lighting
Ventilation

36. Duties of the Secretary on the day of the meeting – before it starts:
Check that the following are in position:
Water jugs and glasses
Stationery
Audio visual aids
Check that refreshments will be served at an appropriate time
Confirm parking arrangements
Arrange for switchboard to re-route calls or take messages for the duration of the meeting

37. Duties of the Secretary on the day of the meeting – before it starts:
Collect all necessary files/documents which might be needed during the meeting including:
Attendance register
Spare copies of Agenda
Spare copies of the Minutes of the previous meeting
Greet people on arrival at meeting

38. Duties of the Secretary on the day of the meeting – during the meeting:
Read the Minutes of the previous meeting (unless previously circulated and taken as read), letters of apology and any other correspondence
Ensure that the Chairperson signs the previous Minutes and signs any alterations
Assist the Chairperson throughout the meeting with files, papers, Agenda, etc

39. Duties of the Secretary on the day of the meeting – during the meeting:
Take notes summarising all the proceedings at the meeting so that the Minutes can be drafted after the meeting OR
Take a note of the action to be taken, by whom and for what date if only Action Minutes are required
Make a separate note of any action to be taken by you and/or Chairperson
Check that the Attendance Register has been signed by all those present

40. Duties of the Secretary After the Meeting:
Remove the ‘Meeting in Progress’ sign and direction signs
Clear the room and leave it tidy – and nothing left behind
If necessary, notify the catering staff that dishes and unused refreshments can be collected
Notify the switchboard that meeting has ended
DRAFT THE MINUTES of the meeting as soon after the meeting as possible when discussion is still fresh in mind
Check the draft Minutes with the Chairperson

41. Duties of the Secretary After the Meeting:
Send out the agreed Minutes before the next meeting OR
Keep Minutes aside to be sent out with the Notice of Meeting and Agenda for the next meeting
Prepare a note of any issues to be dealt with by the Chairperson and pass to Chairperson
Remind any members who have agreed to take any action following on from the meeting

42. Duties of the Secretary After the Meeting
Record the date and any other important information about the next meeting in both the Chairperson’s and your own diaries
If electronic diaries are used you may be responsible for updating the diaries of relevant members

43. Duties of the Secretary After the Meeting:
Make a note in your diary as a reminder of when the next Notice of Meeting and Agenda should be sent out for the next meeting
Begin to draft the Agenda for the next meeting
Attend to any necessary correspondence and prepare thank you letters, as appropriate, for the Chairperson’s signature

44. Terminology used at meetings, especially formal ones:
ABSTAIN
Where a member does not vote for or against a motion
ADDRESS THE CHAIR
Anybody wishing to speak at a meeting must go through the Chairperson (Madam Chairperson/Mr Chairman)

45. Terminology used at meetings:
ADJOURNMENT
If a meeting is running out of time it may have to be adjourned to a later date
AMENDMENT
A change to a proposed motion by the addition, deletion or modification of words. Amendment is proposed, seconded and voted upon in the usual way
BALLOT
Written secret vote

46. Terminology used at meetings:
CASTING VOTE
An additional vote, usually held by the Chairperson, to enable a decision to be made if the votes “for” and “against” a motion are equal
MAJORITY
The greater number of members either vote “for” or “against” a motion
MOTION
A proposal put forward by a member for discussion

47. Terminology used at meetings:
POINT OF ORDER
A query raised by a member regarding procedure or relating to the standing orders/constitution
eg absence of a quorum
PROPOSER
The member putting forward a motion for discussion at the meeting

48. Terminology used at meetings:
QUORUM
The minimum number of members necessary for a meeting to be held
This will be specified in the regulations/constitution
RESOLUTION
The name given to a motion once it has been passed

49. Terminology used at meetings:
SECONDER
Person supporting the Proposer of a motion
UNANIMOUS
When all members of a meeting have voted in favour of a motion, ie motion is carried unanimously
VERBATIM
Word for word record of what was said

50. NOTICE OF MEETING AND AGENDA
Prepared and distributed so that relevant people know about the meeting
Notice of Meeting
Date
Time
Place
Agenda
Items to be discussed

51. NOTICE OF MEETING What type of meeting is to be held
Where it is to be held
When it is to be held
Length notice depends on type of organisation and is laid out in Standing Orders

52. AGENDA Gives structure to the meeting
Outlines what is to be discussed at meeting
Gives those attending time to prepare
Contributes to an effective and successful meeting

53. AGENDA ITEMS. The usual ones:
Apologies for absence
Minutes of the previous meeting
Matters arising
Correspondence
Any other competent business
Date and time of next meeting

54. AGENDA ITEMS. Additional items in the middle:
Depends on the type of meeting
Depends on what is to be discussed
Chairperson must not select too many items – otherwise meeting might be rushed and decisions reached too hastily
Items must be clearly defined so that members know exactly what is to be discussed
Items must be in logical order – most important first

55. NOTICE OF MEETING AND AGENDA
Usually issued together
Sometimes Notice sent first, eg if no Agenda yet ready or if there is a long time between meetings
Any other relevant documents relating to Agenda items should be issued at the same time
to give people a chance to prepare and
to save time
Agenda should clearly identify who is to talk on a particular item

56. CHAIRPERSON’S AGENDA
Has more information so that he/she can chair meeting effectively
Has extra space for notes and information
Normal Agenda is more spaced out and has an extra “Notes” column
Any relevant information would be entered in the Notes column by the Chairperson and Secretary

57. WHAT PROBLEMS COULD OCCUR IF THE MEETING IS NOT PROPERLY PLANNED?
If all those entitled to attend did not receive the Notice of Meeting and Agenda?
May be insufficient numbers
Quorum might not be reached
Meeting would need to be postponed!!

58. WHAT PROBLEMS COULD OCCUR IF THE MEETING IS NOT PROPERLY PLANNED?
If the Agenda was not carefully planned?
The meeting might not cover topics it should be covering
Meeting might overrun

59. WHAT PROBLEMS COULD OCCUR IF THE MEETING IS NOT PROPERLY PLANNED?
If the Chairperson was not well briefed?
Would affect quality of discussion
May lead to poor decisions being made

60. WHAT PROBLEMS COULD OCCUR IF THE MEETING IS NOT PROPERLY PLANNED?
If the venue booked was unsuitable?
Room might be too big or too small
Room might not be set up appropriately
Room might be double booked!!

61. WHAT PROBLEMS COULD OCCUR IF THE MEETING IS NOT PROPERLY PLANNED?
If essential information is not available at meeting?
Could lead to ill-informed decisions

62. WHAT PROBLEMS COULD OCCUR IF THE MEETING IS NOT PROPERLY PLANNED?
If some people did not receive the Notice of Meeting, Agenda and/or additional papers prior to the meeting?
Discussion and decisions may have to be postponed to a later meeting

63. WHAT PROBLEMS COULD OCCUR IF THE MEETING IS NOT PROPERLY PLANNED?
PEOPLE ATTENDING THE MEETING COULD FEEL THAT THEIR TIME HAS BEEN WASTED – TIME IS MONEY IN BUSINESS

64. METHODS OF RECORDING KEY ISSUES AND DECISIONS AT MEETINGS:
Informal meetings
Summary of what has been discussed and agreed
Formal meetings
Minutes

65. MINUTES Written record of what was discussed and decided at meeting
They should be:
Brief
Accurate
Clear
Secretary is responsible for taking notes during meeting from which Minutes are then prepared

66. PRACTICAL HINTS/SUGGESTIONS OF TAKING NOTES AT MEETINGS
The Secretary should:
Have an outline of main points pre-prepared with space left to record discussions/decisions
Have a note of pre-prepared information he/she wishes to state
Have a note of those due to attend (and tick off those present)
Have a note of names of absentees/apologies

67. PRACTICAL HINTS/SUGGESTIONS OF TAKING NOTES AT MEETINGS
The Secretary should:
Write notes in double-line spacing so that he/she can go back and insert words/phrases as required
Write legibly
Try to avoid taking down every word said, but
record fully any important decisions
Try to pick up key words/phrases to act as reminders when preparing Minutes

68. PRACTICAL HINTS/SUGGESTIONS OF TAKING NOTES AT MEETINGS
The Secretary should:
Try to be familiar with each person’s name and use their initials in the left margin against something they say
Note correctly the date and time of the next meeting

69. MINUTES SHOULD INCLUDE:
The name of the organisation
The type of meeting
The place of the meeting
The date of the meeting
The time of the meeting

70. MINUTES SHOULD INCLUDE:
The names of those present
The name of the Chairperson first
The name of the Secretary last
The other members arranged in alphabetical order

71. MINUTES SHOULD INCLUDE:
Each Agenda item with:
a brief note of what was discussed/decided
RESOLUTIONS must contain the exact wording given at the meeting
The date and time of the next meeting
Space for the Chairperson to sign and date the Minutes once they are agreed as a correct record at the next meeting

72. ACTION MINUTES
An alternative way of recording the key decisions at a meeting
Prepared layout is completed with details:
Action required
Who is is carry out each task
Target date by which each task is to be completed

73. THE BENEFITS OF RECORDING MINUTES AND ACTION MINUTES:
Proof is provided of what was discussed
Decisions made are recorded
Any action required to be taken by members is highlighted – a useful reminder
Inform absentees, or interested non-members, about what took place at the meeting

74. MINUTES At the beginning of the next meeting:
The Chairperson seeks agreement that the Minutes are a correct record, and then
Chairperson signs and dates the Minutes
This prevents anyone at a later date arguing about what was agreed
This also satisfies any legal requirements

75. METHODS OF RECORDING ATTENDANCE:
The Notice and Agenda is a form of invitation to a meeting
Apologies for absence should be sent to Secretary
This gives Secretary a good idea as to who will be attending
At the meeting, the Secretary should have an Attendance Register or a sheet for completion by those present

76. THE IMPACT OF TECHNOLOGY
There are a number of advantages which the development of Information and Communication Technology has had for those arranging and taking part in meetings.
These include:

77.
A very quick, easy way of communicating with participants, and for sending documentation etc.
Meetings can be set up quickly and group addresses (distribution lists) can be created for regular meetings.

78. ELECTRONIC DIARIES AND CALENDARS
Used for setting up meetings and making automatic entries into the participants’ diaries
The organiser of the meeting can view participants’ diaries and choose a common ‘free’ date and time, send invitations to attend by and, upon receipt, the details are entered into everyone’s diaries.
A timesaving, efficient tool for arranging meetings!

79. VIDEOCONFERENCING (VC)
A very useful tool for meetings when participants are spread across various locations and travel time is an issue (especially for short meetings)
Equipment can be static –for large-scale meetings – or mobile, desktop equipment – for smaller meetings.

80. VIDEOCONFERENCING (VC)
Using a VC system eliminates the need for people to actually be there, whilst still allowing full participation, as users can see each other and simultaneously work on the same document
Slight time lapse and effect of bad weather on video links can affect the quality of reception

81. AUDIOCONFERENCING
Is the ability for a number of parties to speak to one another
Especially useful if the nature or length of the discussion does not require a face-to-face meeting
Loud speakers are often used for larger meetings to enable everyone to be heard and take an active part

82. VIDEOPHONES
Allow a number of people to communicate with each other without meeting in one place
Useful for those who cannot access video-conferencing technology

83. NETWORKS
A Network is a connection of computers in order to share information and communicate online
LANs, WANs and the Internet are examples
It is through the use of Networks that video-conferencing and can be set up and used for meetings

84. THE INTERNET The Internet can be used to set up secure user groups
Areas on the web that can be set up and used for communication between members of a group.
The members may not ever meet face-to-face, but they can set up discussions, send each other documents, leave comments or messages
The information and communication between the group is kept secure by the use of passwords

85. COLLABORATIVE WHITEBOARDING
This technology allows for people at different locations to view and operate the same computer programme simultaneously over a computer network.
One computer acts as host for a particular application, which everyone else can then see on their screens

86. COLLABORATIVE WHITEBOARDING
The whiteboarding software allows people to highlight text, draw symbols etc without changing the original data.
Particularly useful for discussion, brainstorming and troubleshooting
Often used to complement video- or audioconferencing
Our Net Support School is an example of Collaborative Whiteboarding

87. ONLINE APPLICATION SHARING
Often known as groupware
Allows participants to access diaries, calendars etc
Also allows for shared document management
Uses a secure network
Participants can view a common document, revise and edit the document and ensure changes are tracked
In this way, people can liaise or collaborate on documentation without having to meet