Unit V

conducting meeting: procedure –

preparing Agenda, minutes and resolutions

1
 Meeting
 Conferences, seminars and meetings refer to an assembly
of persons who come together and deliberate on topics
and issues of communicable interest
 Meeting is part of evrybody’s life
 Well – conducted conferences and meetings serve a
useful purpose
 High level executive in business organizations spend
much time in committees and meetings
 Meetings are the most popular method of interactive
communication
 DEFINITION

A meeting is a gathering in which a

purposeful exchange or transaction occurs
among three or more people with a common
interest, topic, or problem.
Any two or more people gathering in a
place to exchange ideas by discussing and
agreeing among themselves to resolve
common issues where they have specific
influence or interest.
 Purpose of meeting
1. To save time in communication
2. To instruct a group for a specific purpose, that is
briefing
3. To discuss and solve problems relating to business
4. To resolve conflicts, confusion and disagreement
among interest group
5. To give and get new ideas and immediate reaction
6. To generate enthusiasm and positive attitude
7. To arrive at consensus on issues
8. To learn from others and to train others
 DON'T CALL MEETINGS WHEN:


A phone call or a memo would do.

A key person is not available.

Participants don't have time to prepare.

Personality conflicts or the plans of higher
management might make the meeting a
waste of time.

It costs too much.
 TYPES OF MEETINGS
Formal: Informal:
Annual General Meeting Team briefing
Extraordinary General Problem solving
Meeting Project groups
Board meetings Working parties
Shareholders meetings
Employer/trade union or
staff association
Branch meeting
Departmental meeting
 BUSINESS MEETINGS
Informational Meetings

Problem-Solving Meetings

Decision-Making or
Suggested-Solution
Meetings

Ritual activity

Virtual Meetings
 10 Golden rules
1. The meeting should be convened only when it is essential
2. Meetings should have time schedule and must begin and end in
time
3. Meetings should be convened only when no telephone discussion
is possible
4. They must have clear and specific agenda and sub agenda
5. They must have clear objectives
6. The notice of the meeting should be sent well in time
7. Time limit should be specified for each item
8. Conclusion of the meeting is summarized
9. Action oriented minutes should be prepared and circulated after
the meeting
10. Meeting should be closed on a pleasant note
 Preparation for a meeting
 Domestic arrangement
– Venue
– Date, day and time
– Duration
– Members
– Who will chair the meeting
– Who will be called upon to formally speak
– Lunch / dinner ?
 Paper work
– Minutes of the previous meeting
– Reports to be read
– Agenda and related papers
– Reports or graphs required
 MBA meeting -agenda
1. Coverage of syllabus as per plan
2. Conduct of FDP for the month
3. Process plan
4. Class wise academic performance
5. Reports on student development and behaviour
6. Plans to conduct seminars / special programmes
7. Placement reports
8. Student grievances
9. Staff grievances
10. Directions from
Deans/principal/management/university/govt
11. Action taken report for previous month
12. Any other matter
 Minutes
1. Minutes of the previous meeting were reviewed
2. As a major activity National conference was taken up,
FDP was not planned for this month
3. Academic performance of I & II MBA students in the I
cycle test was discussed
4. It was decided to organize PDPs, GL for the I MBA as
per process plan
5. Directions from University regarding the elective list
and project work were complied with
6. No other matter was taken up
 Purpose
– What do you want to accomplish
– What kind of meeting is it
– Does the leader need to acquire specialist advice on
any subject
– Is the leader conversant with the reason for the
meeting
– Do you need to discuss any of the contents of the
meeting with any one in a higher management
position
 Support
– Need to use advanced visual aids
– Is a written report required
– How much general knowledge and awareness
is required
– Mike or other audio?
 Code for meeting
1. Start and end on time
2. Be present on time and be prepared mentally
3. Establish objectives
4. Set an agenda
5. Don’t dominate the discussion
6. Listen to others
7. Encourage participation for ideas
8. Don’t interrupt unnecessarily
9. Don’t evaluate presentation
10. Give full attention to the presentation
11. Stay close to the subject
12. Record ideas / discussions
13. Assess the outcome in the end
 Conferences and seminars
 Meeting of large group of persons
assembled for the purpose of discussing
common problems or activities
 50-500 members
 Regional / national / International
 Videoconferencing

 Permits employees to
conduct interactive
meetings without being
physically in the same
room
 Conserves travel funds
 Becoming more
accessible as costs drop

10-18
 Resolution
 When the suggestion is adopted by the
meeting, the common decision is recorded
as a resolution to take action.

 E.g – It was resolved that Mr.X appointed

 It was decided that Mr.X appointed
 Important guidelines
1. Choose a topic which is most beneficial for all the
participants
2. Decide the date in advance
3. Send invitations to the participants
4. Check the availability of the delegates ,spokespersons
or keynote speakers to be invited
5. Arrange the stay and hospitality
6. Choose a quite and peaceful venue
7. The electronic gadgets and equipments, like LCD or
Laptop should be checked well in advance and kept in
proper places
8. Delegates and participants should be given handouts
relevant to the topic
9. Folders, files, notepads, pens etc.,
10. The outcomes, suggestions should be recorded