Meetings ‘Coming together is a beginning, Keeping together is a progress, Working together is a success.’

Introduction Meeting: is the forum for a group or team. an efficient way to pool individual expertise, experience, knowledge and ideas. can foster creative ideas and solutions to problems that individuals cannot find alone. REASONS TO MEET To convey and share information To reach consensus To build a group

Advantages Creates an opportunity to pool ideas and information Provides a “human face” for the organization The outcomes of meetings may be creative Can help to build morale, commitment, and a sense of belonging Increases individual’s acceptance and commitment to tasks Provides opportunities to co-operate and co-ordinate.

Disadvantages Meetings are not needed to carry out simple tasks Can be time wasting and expensive Sometimes increases pressure towards fixed group thinking Some people let others do all the work at meetings Conforming to CLIQUES

Email Video Conferencing Memo Alternatives Telephone Call Letter Fax

Stages of a meeting Convening- regular meetings usu. Held at the same venue at the same time at the same day of the month. Notice of meeting- phase where members are made aware and request for contribution to Agenda Agenda- items for discussion Quorum- minimum number of members who may be present at the meeting for the meeting to be declared open.

Preparing for Meeting Decide what you want from the meeting Set the date Establish the size of the group Determine who should be invited Organize the place to meet Write a Notice of Meeting Set the Agenda

Notice of Meeting Should include: Date and time of the meeting Its purpose or topic Who should attend Where it will take place A statement to invite participants to send you items for the agenda

Sample of Notice of Meeting

An Agenda Is a list of items that will be used for discussions at a meeting Is a guideline for the chairperson and the members attending the meeting A document that is usually sent out a week or few days in advance for members perusal.

Purpose of Agenda To structure thinking - all topics are discussed To ensure participants understand why they are at the meeting what is expected of them and what they are needed to do before the meeting. Guideline for Chairperson- provides a script for the CP to guide the meeting Focuses on outcomes and measures of success

Sample Agenda 1. Opening 2. Welcome and personal 3. Apologies 4. Minutes of the previous meeting 5. Business arising from the meeting 6. Correspondence – inwards and outwards 7. Business arising from correspondence 8. Financial Report

Agenda Sample 9. Notice of General Business 10. Reports (for sub-committees, etc) 11. Notified Business 12. General Business (of which notice has been given in 7) 13. Other General Business 14. Notices of motion for subsequent meeting 15. Date, time and place of next meeting 16. Close

Chairing – managing the interaction The chairperson has the formal responsibility to see that everyone understands the purpose of the meeting everyone has the opportunity to contribute to the discussion. Assigning responsibility for the role of chairperson to one person reduces uncertainty.

OFFICE BEARERS OB- a person who holds an office. He/she is elected into this position during the 1st meeting or AGM. Chairperson Secretary Treasurer

DUTIES OF THE OFFICE BEARERS 1. CHAIRPERSON Helps prepare the agenda Decides on the order of business Calls meeting to order Signs and dates minutes of the previous meeting Ensures discussions are conducted correctly. Answers questions or queries.

Setting the Scene (Beginning) Guidelines: (Chairperson’s duty) open the meeting on time make sure everyone understands the meeting’s purpose suggest time frames for agenda items and for the meeting facilitate introductions and know everyone’s names

During the Meeting Some strategies for the chairperson are: summarise the discussion focus on the discussion process rather than the topics if the interaction is getting off-task suggest strategies

DUTIES OF THE OFFICE BEARERS cont’d 2. SECRETARY Prepares the agenda. Sends out meeting notices. Takes accurate notes for the meeting. Writes the minutes. Prepares inwards correspondence ready for the meeting. Writes letters to organisations. Keeps all official records.

DUTIES OF THE OFFICE BEARERS cont’d 3. TREASURER Collects money and deals with it as instructed. Keeps all the financial records for the organisation Prepares audited statement of income & expenditure for the financial year.

Minutes Details of what took place at a meeting brief and accurate document Includes the information shared, the decisions made and the action decided upon.

Sample Minutes (Excerpt)

Purpose Of Minutes A source of reference and authority Helps to avoid conflict and save time Encourages accountability Keeps record of the discussions and decisions made.

Strategies for Writing Minutes Use the same headings as listed on the agenda Record in the action column who agreed to do the task. Write in reported speech. Use of white space and consistent indenting are important. Check for accuracy.

Conclusion Meetings are an important forum for making decisions and voicing opinion. Make the most of it.

Meeting Terminologies Ad hoc: from Latin, meaning 'for the purpose of', as for example, when a sub-committee is set up specially to organise a works outing. Adjourn: to hold a meeting over until a later date. Adopt minutes: minutes are 'adopted' when accepted by members and signed up by the chairman. Agenda: a schedule of items drawn up for discussion at a meeting AGM: Annual General Meeting: all members are usually eligible to attend Apologies: excuses given in advance for inability to attend a meeting Attendance list: in some committees a list is passed round to be signed as a record of attendance

Meeting Terminologies Chairman: leader or person given authority to conduct a meeting Chairman's Agenda: based upon the committee agenda, but containing explanatory notes Committee: a group of people usually elected or appointed who meet to conduct agreed business and report to a senior body Consensus: agreement by general consent, no formal vote being taken Constitution: set of rules governing activities of voluntary bodies Convene: to call a meeting

Meeting Terminologies Decision: resolution minutes are sometimes called 'decision minutes' Extraordinary Meeting: a meeting called for all members to discuss a serious issue affecting all is called an Extraordinary General Meeting; otherwise a non-routine meeting called for a specific purpose Honorary post: a duty performed without payment, e.g. Honorary Secretary Lobbying: a practice of seeking members' support before a meeting

Meeting Terminologies Minutes: the written record of a meeting; resolution minutes record only decision reached, while narrative minutes provide a record of the decision-making process Motion: the name given to a 'proposal' when it is being discussed at a meeting Mover: one who speaks on behalf of a motion Opposer: one who speaks against a motion Other business: either items left over from a previous meeting, or items discussed after the main business of a meeting Proxy: literally 'on behalf of another person' - proxy vote

Meeting Terminologies Quorum: the number of people needed to be in attendance for a meeting to be legitimate and so commence Resolution: the name given to a 'motion' which has been passed or carried; used after the decision has been reached Seconder: one who supports the 'proposer' of a motion or proposal by 'seconding' it Secretary: committee official responsible for the internal and external administration of a committee Secret ballot: a system of voting in secret Shelve: to drop a motion which has no support

Meeting Terminologies Standing Committee: a committee which has an indefinite term of office Standing Orders: rules of procedure governing public sector meetings Table: to introduce a paper or schedule for noting Treasurer: committee official responsible for its financial records and transactions Unanimous: all being in favour