Meetings

1.Define meetings

A meeting is a gathering of two or more persons, acting in unison, to discuss matters of mutual
interest and to decide upon them.

2.Distinguish between formal and informal meetings.

Formal meetings

Formal meetings are meetings that follow a laid down procedure and they are limited to
members only. A formal meeting is led by a chairperson. It is determined by some form of
written constitution with rules and procedures to be followed. The meeting makes use of
formal documentations such as notices, agenda and minutes. Decisions in a formal meeting are
reached through votes. Examples of formal meetings include Annual General Meetings (AGMs),
these are done annually, usually once a year, Board Meetings attended by directors and they
are chaired by the chairperson of the board with the official paper work

Informal meetings

Informal meetings are meetings that do not follow any kind of laid down rules and thus do not
give any period of notices such as those required by a formal meeting. They are usually led by a
group leader. There is no formal constitution on how the meeting should be conducted.
Informal meetings do not use formal documentations and the meeting can be called by a
telephone or personal contact. Decisions in an informal meeting arise out of common
agreement. Examples of informal meetings include departmental meetings, managerial
meetings and progress meetings.

3.Why are meetings important for any organisation? State advantages and disadvantages of
holding meetings.

Meetings are important on any organisation because they can help in updating both the
employees and management on what is going on in the organisation.
Advantages

Meetings can create an opportunity to share ideas and ask questions to arrive at informed
decisions. Meetings can provide a human face for the organisation. They allow a collaboration
of ideas leading to a sense of belonging. Meetings can increase commitment towards a given
task. They allow for cooperation and coordination. Meetings can help in solving organisational
challenges if management and employees work together.

Disadvantages

Meetings are not needed for simple tasks that can be done through emails, telephone or
memos. They can be time consuming if not managed properly. Meetings can increase pressure
on the group and can limit the work done. Meetings can be influenced by charismatic leaders.
They can lead to a few doing the work and they can also be expensive.

4.Explain the duties of the following before, during and after a meeting;

Chairperson

Before the meeting

Before the meeting

If the meeting is optional, ask if it is necessary. The chariperson ensure that the time and place
are appropriate. Chairperson sees that the agenda has been prepared and sent off in good
time. He gives people advance warning if they have to prepare topics for the meeting and
ensure that all proposals have been correctly worded and are properly seconded. People should
get advance notice of these proposals on the agenda. The chariperson check the venue to
ensure that it is comfortable and has the right sitting arrangements. Check that the minutes of
the previous meeting are sent out in advance, with the Notice of Meeting.

During the meeting

The chairperson ensures that the meeting starts on time and make sure that everyone has an
agenda and understands it. He or she is responsible for moving the business of the meeting
along and keep the agenda. The chariperson discourages distracting behaviour such as not
listening, people talking off the point on their favourite subject and people talking past each
other.

After the meeting

The chairperson command and ensures that all minutes are implemented by the surbodinates.

Secretary

Before a meeting

The secretary should ensures that a notice of the meeting has been prepared and sent out
within the time period prescribed in the constitution. Ensures that the agenda has been
properly set out with the correct wording. This should also be sent out in advance. The
secretary should ensure that all minutes are up to date, and that correspondence has been
correctly filed so that it can be presented at the meeting.

During a meeting

The secretary should ensure that everyone signs the attendance register andcheck that there is
a quorum present, according to the constitution. The secretary should report to the chairperson
on the numbers present. She reads out the minutes for the previous meeting if the minutes
have not been sent out in advance and record the proceedings.

After a meeting

After the meeting, the Secretary should write up minutes of the meeting within seven days, and
send them to the Chairperson for checking. Once the minutes have been checked, file copy and
send copies to the Chairperson and Executive Committee* where appropriates write all letters
as directed by the Chairperson. The secretary should brief he Chairperson on matters that have
to be followed up.
Committee members

Before a meeting

The committee members study the meeting agenda carefully before the meeting and ask for
clarification if any items are uncleared.

During a meeting

During a meeting committee members have to stick to the agenda. They have to keep the
replies short and to the point.

After the meeting

Committee members implement rules, policy and agenda that have been discussed during the
meeting

5.Discuss any three types of minutes.

Action minutes

Action minutes are also called decision only minutes and they include only the decisions made
and none of the discussions that went into making them. Action minutes record the decisions
reached and the actions to be taken. This is the most common form of minutes used. They
include a report of actions taken since the last meeting as well as planned actions. They can be
written as bullet points as they are only circulated internally.

Verbatim minutes

These are word for word recording of all discussions and decisions. They serve as a record of
who spoke at a meeting, what exactly was said and what was decided and serve as the edited
transcript of the proceedings. Verbatim minutes focuses on individual comments and not the
general agreement. These are very long and tend to be difficult to record a pierce of
information.
Discussion minutes

These are minutes which are recommended in most case. The note taker should include
significant points made by the group and refrain from recording personal comments. They are
the records of agreement of the discussion that lead to the decisions and action required. They
are similar to action minutes except that it includes discussion involved in making the decisions.

6.Identify and explain at least twenty-five meeting terms.

Ab-initio – from the beginning

Absentia – where a member refrain from casting a vote for both sides

Ad hoc – a for that purpose

Ad hoc committee – a committee set up for a purpose and dissolved after the case is finished

Adjourn – to postpone to a later date

Bona fide - 'in good faith

Mala fide - in bad faith

Chairperson – a person given authority to conduct a meeting

Co opt – to invite an individual to serve on a committee by virtue of experience

Consensus – an agreement by general consent without voting taking place

Minutes - a record in summary from the proceeding at a meeting

Convene – to call a meeting

Ex officio – member of a committee by virtue of his/her office

Honorary – performed work without payment

In camera – a meeting that is not open to the public. It is held behind closed doors in order to
discuss sensitive issues of a highly confidential.
Intra vires – within the legal powers of that committee

Lie on the table – to leave matters without taking any action or final decision

Addendum - an amendment which adds words to a motion

Motion – a formal proposal for a certain action to be taken

Out of order – the chairperson can rule a member out of order when the member is not
keeping to the point under discussion

Point of order – a query raised by a member to point out at something that is amiss. E.g voting
on a motion before it is seconded.

Proxy – one who acts on behalf of another

Quorum – minimum number of persons to attend a meeting

Teller – person who count votes

Ultra vires – outside/beyond the legal power of that committee