LECTURE 30 Conducting Meetings Purpose Provide information Clarify

Purpose • • • Provide information Clarify information Give and receive feedback Provide training

Types • • • Formal meetings Informal meetings Board meetings Departmental meeting Briefing Private

Duties of the Chairperson • To prepare and set the scene for the meeting

State the aim of the meeting Order of the agenda must be followed Indicate

• Brief members • Control the moving and seconding of all motions and

• Determine the date and place of the next meeting • Close the

Duties of the Secretary • • • Preparing the agenda Items requiring discussion Where

Example of an Agenda • • Agenda: Date Time Location purpose

Order of business 1: opening of meeting 2: apologies 3: confirmation of minutes of

• • • 7: Decision items Budget Type of function Date and venue

• Discussion items • To invite parties or members only • Provision of

• Other businesses • Closing of meeting • Agenda Distribution: • Names

• Documentation • Apologies • Correspondence and minutes

Example of Minutes • • Heading Present Apologies Discussion /Action items Units/Departments responsible Decision

• Date of next meeting • Meeting closed • Chairperson’s signatures • Secretary’s

Communication barriers • • • Poor verbal skills Inappropriate nonverbal Poor listening Biases Unwillingness

Norms of a meeting • Practice courtesy and good meeting manners • Express your

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LECTURE 30 Conducting Meetings

Purpose • • • Provide information Clarify information Give and receive feedback Provide training Allow discussions Encourage problem solving

Types • • • Formal meetings Informal meetings Board meetings Departmental meeting Briefing Private meeting

Duties of the Chairperson • To prepare and set the scene for the meeting • To conduct the meeting according to the rules of the organization • Should be able to achieve the goals • Check that the quorum is present • Declare the meeting open • Welcome and intriduce new members

State the aim of the meeting Order of the agenda must be followed Indicate the time limit for each item Set priorities for items to be discussed Sign the minutes when they are confirmed to be correct • Allow each item to be discussed fully • • •

• Brief members • Control the moving and seconding of all motions and amendments • Encourage everyone’s participation • Plan the actions required by decisions reached • Deal with any potential conflict • Be objective and impartial

• Determine the date and place of the next meeting • Close the meeting • Allow the right of reply

Duties of the Secretary • • • Preparing the agenda Items requiring discussion Where and when the meeting will take place Who is invited to the meeting What business will be covered Order of each item according to priority

Example of an Agenda • • Agenda: Date Time Location purpose

Order of business 1: opening of meeting 2: apologies 3: confirmation of minutes of the previous meeting (copy attached) • 4: Business arising from minutes • 5: Correspondence • 6: Business arising from correspondence • •

• • • 7: Decision items Budget Type of function Date and venue Financial responsibilities

• Discussion items • To invite parties or members only • Provision of refreshments

• Other businesses • Closing of meeting • Agenda Distribution: • Names

• Documentation • Apologies • Correspondence and minutes

Example of Minutes • • Heading Present Apologies Discussion /Action items Units/Departments responsible Decision items Discussion items Other businesses

• Date of next meeting • Meeting closed • Chairperson’s signatures • Secretary’s signatures

Communication barriers • • • Poor verbal skills Inappropriate nonverbal Poor listening Biases Unwillingness to use power and carry out decisions

Norms of a meeting • Practice courtesy and good meeting manners • Express your ideas and give feedback • Ask questions • Listen well • Match the nonverbal to the spoken message • Follow up ********************