1. BEST PRACTICE IN MANAGEMENT OF MEETINGS
CS SHARON J. KISIRE

2. Session objectives
Your expectations …..

3. Cont…. To appreciate the reasons for meetings
To understand the role of key persons in the management of meetings
To appreciate the value of proper documentations relating to meetings
To understand how meetings can be made fruitful and meaningful

4. Introduction
Write 2 things that you have liked about the meetings you have attended
Write 2 things that you haven’t liked about the meetings you have attended

5. Convening a meeting
Preparation
Notice
Agenda

6. Preparation A meeting - an assembly of people for a lawful purpose
A Valid meeting = Proper Convention, Constitution and Conduct

7. Cont…. Why meet?

8. Cont… Invitations / Give notice for the meeting Equipment required
Minutes and matters arising from the minutes / implementation tracker
Think through roles ( chair) and voting methods should you require

9. Cont.

10. Cont…. Obtain advance confirmation of attendance by those invited
Set up a help desk around about the meeting venue – security, parking, medical, photocopies

12. Right & timely information matters !
Timely -2 weeks in advance for board meetings
Content - relevant and accurate

13. Cont..to whö?

14. Notice should …..
Observe the agreed regulatory/legal provisions: the notice period, entitlement to receive notice, mode of circulation of notice, etc.
Ensure supporting resources are also notified

15. Content of notice
Notices vary from meeting to meeting as guided by relevant Statutes or regulations.
Every notice must be in writing and on the minimum include-
Name, title and address of the invited person
Date of issuing the notice
Entity holding the meeting
Time of the meeting

16. Cont…. Day and date of the meeting
Venue of the meeting with complete and clear directions-
Type or nature of meeting including details on special business if any,
Name, title and signature of person issuing the notice

17. Cont….
Notice may be sent by post or delivered by hand or by electronic means where the Articles permit and may include posting on the website or published in full or in abridged form in dailies in wide circulation.

18. Agenda: a schedule of meeting activities
Sets the tone for the meeting
Enables participants to conceptualize their contribution
Facilitates roles assignment to participants
Helps to budget for time and use it wisely
Facilitates the flow of events / discussions
Facilitate control of the meeting in all aspects

19. Sources of agenda items
Board’s work plan arising from its mandate
Previous Minutes, e.g. deferred items
Correspondences
Suggestions from participants/members
Current events, e.g. in the economy, politics etc.
Company performance

20. Standard items of an agenda
Name and title
Preliminaries or opening remarks or Introduction
Apologies, if any
Adoption of the Agenda
Confirmation of previous minutes
Matters arising
Substantive agenda items
Any other Business
Date of next meeting
Name & signature of person issuing
Date of issue

21. Kumbuka….. All meetings must have clearly listed items for discussion
The list is circulated in advance preferably together with the notice
All invited persons have a copy of the agenda
All items are listed in the same order on all agenda papers
All the items listed for discussion are relevant

22. Cont…. The list is neither too long nor too short
There is room for amendment - flexibility
All items are serially numbered
Provide for preliminaries and any other business that is relevant to the meeting

23. Activity – 5 minutes
Your CEO has called you and informed you that he intends to call a meeting for the Board to discuss the performance of the year 2017 and the objectives for the year Propose an agenda for your CEO.

24. Preparation of agenda
Secretary to prepare in liaison with Chairman and CEO, well in advance.
Avoid developing agenda at the meeting.
Arrange them in a logical flow/priority order.
Include manageable number of items.
Beware of agenda items arising at the meeting and how to deal with them.

25. Conducting meetings
Roles of:
Chairman
Members
Secretary
Staff members

27. Chairman Provides overall leadership to the meeting
Notice - properly convened
Constitution - properly constituted
Conduct – proceedings conducted strictly in accordance with the rules
Duty to preserve order

28. Cont…. Ensures every member time to speak
Guide the decision-making process
Sets the mode and overall mood of the meeting
Monitors meeting attendance, participation & outcomes

29. Cont….powers Decide points of order Use a casting vote
Maintain order
Decide points of order
Use a casting vote
Order the removal of disorderly persons
Adjourn the meeting

30. Secretary Facilitates: Preparation for the meeting
Convening of the meeting
Logistics for the meeting
Taking notes at the meeting
Follow up of meeting resolutions

31. Guide to taking minutes
Minutes of a meeting should include:
Date, time and place of meeting
List of people attending, and any members absent
Time the meeting was called to order
Approval of the previous meeting’s minutes and any amendments

32. Meeting papers
Meeting papers should be properly numbered and referenced
Papers should be arranged in the order of the agenda, properly bound
Lengthy reports should be supported by a summary
Action required of the meeting should be clear-noting, approval, comments, discussion, etc.
A master copy of the meeting papers to be kept by the Secretary.
Other duplicate copies may be destroyed soon after the meeting .

33. Participants/Members
Contributions on the agenda on the table
Raising comments
Interrogate given information
At all times exercise independent judgment
Understand and accept the principle of collective responsibility
Confidentiality on information held.

34. Cont…. Attend meetings Provide quorum at the meetings Vote at meetings
Confirm decisions and resolutions taken at meetings
Chair Board Committee meetings

35. Other Staff members
Provision of technical support in preparation of board papers.
Undertake effective implementation of board decisions, strategies, policies, rules and regulations

36. Kumbuka …..
All decisions desired should be made at the meeting. Nothing outside the meeting
Start meetings on time
Keep high confidentiality

37. Identify the purpose of the meeting
Have an agenda for the meeting.
Invite the right people for the meeting
Prepare for the meeting
Develop a follow up list
Follow up and ensure execution

38. Kwaheri …….