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

2. 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

3. 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.

4. 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

5.
Video
Conferencing
Memo
Alternatives
Telephone
Call
Letter
Fax

6. 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.

7. 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

8. 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

9. Sample of Notice of Meeting

10. 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.

11. 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

12. 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

13. 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

14. 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.

15. 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

16. 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.

17. 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

18. 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

19. 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.

20. 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.

21. 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.

22. Sample Minutes (Excerpt)

23. 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.

24. 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.

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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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