MEETINGS

TERMS ASSOCIATED WITH BUSINESS

MEETINGS
Ad hoc: is unplanned meeting which is held to discuss issues at
hand. These meetings are often held to discuss essential business
needs as well quick resolutions to solve some business problems.

Verbatim : this is a transcript which entails records of persons who

spoke during the meeting as well as what was discussed and
decisions which were made during the meeting.

Quorum: this is the minimum number of persons in a group which

must be given in order for the meeting to occur.

casting
2 vote: this is an extra vote used to resolve a tie
adjourn: this is to end the
currant session of a meeting ,
which postpones it to a later
date.

Postpone this means to delay a

meeting for a later date than the
original date.

Cancel: this means to announce

that a meetings will not take
place again.
PROPOSAL: THIS IS A
DOCUMENT WHICH LISTS THE
PURPOSE , AGENDA AND
DETAILS OF A MEETING.

MOTION: THIS IS PROPOSAL

WHICH IS PUT UP BEFORE A
MEETING WHICH LEADS TO A
DISCUSSION AND A DECISION.

RESOLUTION: THIS IS A
DECISION WHICH IS MADE
DURING A MEETING
NORMALLY EMPLOYED BY THE
BOARD OF DIRECTORS OR
MEMBERS OF LIMITED
COMPANIES.
 PREPARATION OF VARIOUS DOCUMENTS USE
AT MEETINGS

Example of an agenda

THOMAS SANDER RENTAL COMPANY

ANNUAL GENERAL MEETING
AGENDA
• Introduction and welcome
• Minutes of last annual general meeting
• Discussion topic1: Project updates
• Discussion topic 2: Team Collaboration and communication
• Break
• Financial accounts for the past year
• Upcoming deadlines
• Any other challenges or roadblocks
• Next steps
• Closing remarks date and time for next meeting

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DOCUMENTS USED AT A MEETING

• Example of notice

• NOTICE
• THOMAS SANDER RENTAL COMPANY
• The meeting is scheduled for May 2, 2024 at 7am in the company conference room. If
you have any questions or need further information, just let my secretary know.
Looking forward to seeing you at meeting.

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DOCUMENTS USED FOR MEETINGS
• Example of minutes
• MINTUES
• A monthly
Sander meeting of
Rental CompanyThomas
was held
in the company conference
on May 2, 2024 at 7:00am. room
• PRSENT:
(chairperson)Mr. Samuel
• (secretary) Mrs. Sandra smith
• (treasury) Miss Loera Williams
• Mr. DeShawn coral
• Mrs. Pearl leis
• MINUTES:
last The minutes
meeting were read and of the
• confirmed.
MATTER
of new ARISING:
cars is Renovation
competed and
location
commence of sale department
within two weeks will
• NEW
7 BUSSINESS:
cars. Buying new carPainting
parts and
ROLES AND
FUNCTIONS OF A
PERSONAL
ASSOCIATED WITH
MEETINGS
1 The chairperson is responsible for leading the meeting and
ensuring it stays on track.

2. The secretary takes notes and keeps a record of the meeting's

minutes. The treasurer handles financial matters related to the
meeting.

3. A proxy is someone who can attend the meeting on behalf of

another person.

4. An ex-officio member is someone who has a position in the

organization that automatically grants them a role in the meeting.
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1. The chairperson: The chairperson plays a crucial role in leading the meeting. They are
responsible for setting the agenda, ensuring everyone has a chance to speak, and
maintaining order and productivity during the meeting. The chairperson's main function
is to guide the discussion, make decisions when necessary, and keep the meeting
focused and on track.

2. The secretary: The secretary's role is to document the proceedings of the meeting.
They take notes, record the minutes, and create an official record of what was discussed,
decisions made, and any actions to be taken. The secretary's function is essential for
maintaining an accurate record of the meeting and providing reference material for
future meetings or documentation.

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3. The treasurer: The treasurer handles the financial aspects of the meeting. They are
responsible for managing the meeting's budget, tracking expenses, and ensuring that
financial resources are used appropriately. The treasurer's function includes maintaining
financial records, providing financial reports to the meeting participants, and overseeing any
financial transactions related to the meeting.

4. Proxy: A proxy is someone who attends the meeting on behalf of another person who
cannot be present. The proxy's role is to represent the absent individual and participate in the
meeting as if they were there. The proxy's function is to voice the absent person's opinions,
vote on their behalf, and ensure their interests are considered during the meeting.

5. Ex-officio member: An ex-officio member is someone who holds a position in the

organization that automatically grants them a role in the meeting. This position can be due to
their position in another committee, their role as an executive member, or their expertise in a
particular area.The ex-officio member's function is to provide their expertise, guidance, and
perspective during the meeting based on their official position or role.

Each of these personnel plays a vital role in ensuring the smooth functioning of a meeting,
contributing
11 to effective decision-making, and maintaining accurate records.
 THE IMPORTANCE OF
MEETINGS AND THEIR
PURPOSE

12
TYPES OF MEETINGS

Formal Meetings
General Meeting - meeting of all the shareholders of a company, often held annually
Annual Meeting - a meeting that happens once every year in which a company or other
organization discusses the past year's activities and elects new officers.
Extraordinary general meeting - a meeting of the members or shareholders of a club, company,
or other organization, held at short notice, especially in order to consider a particular matter.

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Organization of meetings

Before the Meeting

Set up a meeting folder to collect items related to the meeting e.g. list of those
attending, the agenda, notes and materials to be distributed.
Book the meeting room as soon as you are aware of the date and time of the
meeting
Use your reminder systems e.g. calendar, diary, tickler file system
Prepare the agenda after consultation with the chairperson about the items to be
included
Notify the meeting participants as soon as possible as to when and where the
meeting will take place and the purpose of it.
Organize materials and equipment e.g. paper, pencils, projector, handouts etc.
Prepare the meeting room by ensuring it is comfortable and adequately arranged to
fit the style of the meeting.. Lay out equipment and materials before the
participants arrive.

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During the meeting
• Ensure that the room is properly ventilated.
• Have stationery for members
• Place ‘meeting in progress’ sign on the floor
• Ensure that members sign the attendance register
• Write the minutes of the meeting
• Assist the chairperson

After the meeting

• Prepare the draft of the minutes for the chairman to review
• Ensure that there is a follow up on matters discussed at the meeting
• Ensure that the room is left in order
• Remove signs
• Distributes minutes of meeting
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 OFFICIAL SEATING PROTOCOL
• The presiding officer should sit to the immediate right of the podium facing the audience. To
the immediate left of the podium should sit the Chairperson, and to his/her left, the
Secretary.

• Any special guest should sit to the immediate right of the presiding officer, and then the vice
president (or next in line to preside in the absence of the presiding officer), to their immediate
right. All other officers or committee chairs may be seated in alternating order of hierarchy.

ROBERT'S RULE OF ORDER GOVERNING meetings

The Roberts Rule of Order is a set of rules or norms that governs the conduct of meetings. It
allows for everyone to be heard and for decisions to be made without confusion.
The norms usually follow the following order:
i.Establishing a Constitution and Bylaws for the organization.
ii.Structure of the meeting Agenda and debate.
iii.Motions; including making, seconding, debating, modifying and amending motions.
iv.Sufficient majority and simple majority and which decisions are appropriate to them.
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v.Establishment of a quorum. Definition of membership. Voting rights of presiding officer and
THE IMPORTANCE OF
MINUTES
. Importance of minutes
Minutes- a record or summary of what was discussed
and decided during a meeting.
Why is minutes important?
Minutes are important because they serve as a valuable
reference for participants to remember what was
discussed,decided and actions that were assigned
during a meeting
Ensures that everyone is on the same page and can hold
people accountable for their responsibilities.
They can also be used as legal documentation and
evidence if needed.
Follow up procedures related to minutes
Filing and indexing of minutes - this involves organizing and
storing the minutes in a systematic manner making them easily
accessible for future use. Ensuring that the minutes are properly
archived and can be retrieved when needed.
Acting on decisions taken at the meeting - this involves
implementing the agreed-upon actions assigning tasks to
responsible individuals, and ensuring that progress is made
towards achieving the desired outcomes. This is done to ensure
effective execution and successful outcomes.
Circulation of action sheets-this is done by sharing a document or
e-mail that outlines assigned tasks deadlines and other relevant
information. By circulating the action sheet everyone involved in
the meeting can be informed about their responsibilities.
Circulation of minutes- this ensures that everyone has a copy of
the meeting’s summary and can refer back to it for clarification or
to review the decisions made. By circulating the minutes,
everyone can stay informed and have a record of what was
discussed during the meeting.
THANK YOU