Definition Rogelberg (2006: 474) "purposeful work related interactions occurring between at least two individuals, that have more structure than a simple chat, but less than a lecture, and can be conducted face to face, in distributed settings (for example, conference calls) or a combination".

Definition… Romano and Nunamaker (2001: 1) "focused interaction of cognitive attention, planned or chance, where people agree to come together for a common purpose, whether at the same time and the same place, or at different times in different places".

Definition… Meetings can be face to face or electronically aided. Electronically aided meetings are sometimes called virtual or technology driven meetings. Electronically aided communication media such as video or audio conferencing, are other forms of conducting meetings that are being used by organisations in order to contain costs that are associated with conducting offsite meetings such as travel and accommodation.

Classification Leach et al’s (2009) five types of meetings : Information sharing meetings where these meetings are mainly about announcing and discussing organisational, departmental, unit, team and / or personal news. This type of meeting has a primary objective of being informative. Training meetings which are about getting some form of on-the-job training. This type of meeting has a primary objective of education

Classification… Routine meetings which discusses day to day issues such as daily production meetings. Special or unusual issues meetings whose purpose in the discussion of the non-routine issues or problems Recognition/celebratory meetings which are about celebrating accomplishments and events.

Meeting design characteristics Agenda use a sequential order of items meant for discussion in a formal or informal meeting. An agenda assists in the familiarisation of meeting participants with the topics and issues under discussion so that they are better prepared and have prior knowledge of the meeting expectations and outcomes.

Agenda use… 5 elements of an agenda (GOALS) A clearly stated objective or description of items being discussed Identification of person or people facilitating a meeting item Statement of desired outcome for the meeting Timeline that reference the time allotted to the discussion of an item, and Notations that clearly state expected involvement from participants in a meeting (Delehant, 2007)

Design Characteristics… Meeting punctuality practices Meeting punctuality entails beginning and ending the meeting at scheduled times which is sometimes called temporal integrity. Starting a meeting as scheduled prevents the wasting of time and might encourage punctuality for future meetings (LaForce, 2004). Punctuality, or the ability of different individuals to exchange some words and then coordinate on time, is one of the crucial ingredients of modern life and progress (Basu and Weibull, 2002).

Design Characteristics… Quality issues of facilities There is specific relationships between meeting effectiveness and quality and several facility quality characteristics including lighting, meeting space, refreshments and temperature. select a location that is easy to access, ensure the room has ample lighting and is technologically adept for their presentations, and spacious enough for the amount of members that will participate the room should be spacious enough to avoid the closed-in feeling. Having windows and a pleasant view but not distracting view... are highly desirable

Design Characteristics… Meetings leadership aspects Leadership is directed and facilitated by the chair. essence of leadership in meetings is to influence and facilitate collective and individual efforts in order to achieve common objectives. leaders facilitate meetings and create the right meeting context, contributing to effective follower task execution. The performance of a team or organisation can be improved by leaders

Design Characteristics… those with the responsibility of leading in meetings should make sure that a conducive environment in which participants interact freely without being suspicious of one another is created.

Design Characteristics… Minute keeping practices important for clarification of decisions, plans and assignments to meeting participants. increase the likelihood of participants to honour agreements made during the meeting. should comprise succinct, itemised ideas or tasks that are discussed or that require follow up on (no bulleting)

Design Characteristics… the minutes of meetings document the actions taken and provide an official record that the formal requirements for action such as notice and quorum have been satisfied. the minutes will include the name of the organization; the date, time and place of the meeting; members present and absent; who called the meeting to order and who kept the minutes; all motions made and the results of all voting; and when the meeting ended.

Meeting Procedure Rules of meetings The conduct of meetings will be set out in your local rules but they generally follow similar procedures. Consultation and negotiations with management are best conducted according to agreed rules determined in advance and preferably in writing. Many of these rules are common sense; for example only one person should speak at a time. Some rules are more complicated.

Procedure… Rules The chairperson Make sure you are familiar with the rules and standing orders and you can explain what you are doing. Explain any jargon and initials even if most people know what they mean. Read out motions and amendments when they are proposed and read them out again before a vote is taken.

Procedure… Rules Sum up what has been decided after a discussion or at the end of the meeting. Always try to stick to the published starting and finishing times. If you need more time make sure everyone is in agreement, at branch meetings you may have to suspend standing orders to allow for further time.

Procedure… Agenda Minutes Confirmation and Matters arising Making Decisions Amendments to motions giving rise to conclusions Discussion and Debate Chair controls Motions and Resolutions Chair asks for ‘proposer’ and ‘seconder’

Procedure… Amendments Alterations to original motion Mover has to agree to the amendments Voting Vote for the adoption of amendment first If it fails then the original motion is debated Casting of ballots or by hands

Procedure Point of Order there is a departure from the subject under discussion an objectionable form of speech is being used there is a breach of the rules of debate or the meeting's own rules. Chairperson decides whether the complaint is justified or not. The chair's decision is final.

Closure Make sure you clearly mark the end of the meeting The ending time should be minuted No further discussion should take place in relation to the agenda AOB is not necessary where agenda items were requested in advance and where an agenda was adopted at the beginning Only burning issues not related to the agenda that propped up later can be discussed