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  • 3.3 Meeting Etiquette Procedure

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    The document outlines the typical procedures for conducting committee meetings, including opening the meeting, checking attendance, amending and confirming previous minutes, dealing with matters arising from previous meetings, discussing special and other business, setting the next meeting details, and closing the meeting. It emphasizes the importance for the secretary of understanding meeting procedures and roles to effectively take and write accurate minutes. The procedures are displayed in a flowchart for reference.

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    The document outlines the typical procedures for conducting committee meetings, including opening the meeting, checking attendance, amending and confirming previous minutes, dealing with matters arising from previous meetings, discussing special and other business, setting the next meeting details, and closing the meeting. It emphasizes the importance for the secretary of understanding meeting procedures and roles to effectively take and write accurate minutes. The procedures are displayed in a flowchart for reference.

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    © All Rights Reserved
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    9 views2 pages

    3.3 Meeting Etiquette Procedure

    Uploaded by

    Muhd Syahid
    The document outlines the typical procedures for conducting committee meetings, including opening the meeting, checking attendance, amending and confirming previous minutes, dealing with matters arising from previous meetings, discussing special and other business, setting the next meeting details, and closing the meeting. It emphasizes the importance for the secretary of understanding meeting procedures and roles to effectively take and write accurate minutes. The procedures are displayed in a flowchart for reference.

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    © All Rights Reserved
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    of 2

    UNIT 3/DUE3232/ KKTMSG

    MEETING ETIQUETTE / PROCEDURE

    It is very important to you to learn the procedures of conducting meetings before


    writing the minutes of it.

    An insight knowledge of the rules and procedures of how meetings are conducted,
    together with the roles and duties of the chairperson, secretary, treasurer and
    committee members will help you to prepare to take effective notes at meetings.
    This is because you can be aware of what is happening and what is to come. This
    prior knowledge will also help you to write proper minutes of meetings.
    Review the general procedures for an ordinary committee meeting as shown in the
    following flowchart.

    PROCEDURE OF MEETINGS

    Opening the meeting


    Opening the meeting
    Chairman welcomes the members to
    Chairman welcomes the members to
    the meeting
    the meeting
    Apologies of absence
    Apologies of absence
    The attendance is checked
    The attendance is checked

    Amending the previous minutes


    Amending the previous minutes
    of meeting
    of meeting
    If there is inaccuracy, the minutes
    If there is inaccuracy, the minutes
    will be amended.
    will be amended.
    Confirming the minutes of previous
    Confirming the minutes of previous
    meeting
    meeting
    Chairman signs the record after it has been
    Chairman signs the record after it has been
    confirmed that the record is accurate.
    confirmed that the record is accurate.

    UNIT 3/DUE3232/ KKTMSG

    Dealing with matters arising from


    Dealing with matters arising from
    the previous minutes
    the previous minutes
    Present any development of the
    Present any development of the
    previous matters discussed in the
    previous matters discussed in the
    meeting.
    meeting.

    Discussing special business


    Discussing special business
    Discuss the main purpose of the
    Discuss the main purpose of the
    meeting.
    meeting.

    Discussing any other business


    Discussing any other business
    To give information, usually no important business is
    To give information, usually no important business is
    dealt with at this point.
    dealt with at this point.

    Date, time and venue of the next meeting


    Date, time and venue of the next meeting
    Date, time and venue of the next meeting are decided upon.
    Date, time and venue of the next meeting are decided upon.

    Closing the meeting


    Closing the meeting
    Chairman would then close the meeting with a few
    Chairman would then close the meeting with a few
    appropriate words.
    appropriate words.

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