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Meetings, notice for Meetings, notice for meetings, Agenda and meetings, Agenda and

Minutes of meetingMinutes of meeting

Main TopicsMain Topics

1.1. Principal types and purposes of Principal types and purposes of business meetingsbusiness meetings

2.2. Main features of formal meetingsMain features of formal meetings

3.3. Terminology associated with formal Terminology associated with formal meetingsmeetings

4.4. The agenda and the minutesThe agenda and the minutes

5.5. The tasks involved in chairing a The tasks involved in chairing a meetingmeeting

Type Primary purpose Example

Briefing To deliver information CEO presents financial results to investment analysts

Investigatory To gather information Board of Inquiry interviews witnesses to a serious accident

Advisory To provide information Panel of experts advise government department on new legislation

Consultative To voice opinions Manager asks her staff how they feel about a proposed profit-sharing scheme

Executive To make decisions Board of trustees agrees a new strategic plan for hospital trust

Meetings: Principal types and purposesMeetings: Principal types and purposes

The main features of formal meetingsThe main features of formal meetings

established rules and established rules and proceduresprocedures

written records of written records of previous meetingsprevious meetings

usually a specified usually a specified membership who are membership who are invited to participate.invited to participate.

Terminology associated with formal meetings (1)Terminology associated with formal meetings (1)

Term Explanation

Agenda Document which lists the topics to be discussed.

Adjournment A break in the meeting before all of the agenda items have been covered.

Amendment A small change or improvement that is proposed, seconded and put to the vote.

AOB Any Other Business. The things that are discussed at the end of an official meeting that are not on the agenda.

Ex officio members

Individuals appointed to a committee by virtue of the office they hold, rather than by direct appointment or election.

Matters arising

This is a standard agenda item, referring to items from the previous meeting's minutes that require further discussion or clarification.

Minutes Document that, once approved by meeting attendees, is intended to provide a record of the meeting.

Terminology associated with formal meetings (2)Terminology associated with formal meetings (2)

Motion A proposal that is discussed and voted on at a meeting.

Point of order

If someone thinks that the meeting is not following its written rules, he can point it out to the chair by calling 'point of order'.

Proxy A proxy is someone acting on behalf of a person who is unable to attend the meeting.

Quorum This term refers to the minimum number of members or delegates required for a meeting to proceed. If attendance falls below that number at any time in a formal meeting, it is deemed to be inquorate and business must be suspended.

'Through the chair'

It is normal practice for all comments at a formal meeting to be addressed via the chair, rather than in direct exchanges between members.

Ultra vires This legal term derives from the Latin, meaning 'outside the powers'. It refers to decisions or actions that fall beyond the remit of a particular committee.

Open the meeting: invite introductions if necessary; state the purpose of the meeting; present the agenda.

Move to first agenda item

During the meeting :

Invite someone to speak

Move to the next point

Bring others into the discussion

Interrupt / Control if necessary

Ask for repetition and clarification

Paraphrase (restate using own words) & Summarize (brief general statement)

Conclude the discussion: summarize the decisions/ points raised make sure tasks are delegated

Ask if there is any other business

End the meeting and fix the next meeting date

Source: Adapted from NLM

AGENDAAGENDA

What is the What is the PurposePurpose of an of an AgendaAgenda??

An An AgendaAgenda is a list of items to be is a list of items to be discussed or acted upon.discussed or acted upon.

Examples of using an AgendaExamples of using an Agenda::

TopicsTopics that will be covered at the next that will be covered at the next

staff meeting.staff meeting.

TopicsTopics and and speakersspeakers that will present at that will present at

the next Board meeting.the next Board meeting.

These components must be These components must be

centered at the top of the Agenda:centered at the top of the Agenda:

In the In the HeadingHeading section section::– the the Organization nameOrganization name– thethe Date Date– thethe Location, Location, and and – thethe Time Time of the meetingof the meeting

What items make up the What items make up the Body Body of the of the AgendaAgenda??

– Time slotsTime slots

– TopicsTopics

– Speakers/presentersSpeakers/presenters

Considerations when preparing the agenda

Logical sequenceLogical sequence

Simple items firstSimple items first

Consensus items firstConsensus items first

Late arrivals and Late arrivals and early departuresearly departures

Figure 13.4 Sample agenda and notice of meeting

Sample agenda and notice of meetingSample agenda and notice of meeting

TO:TO: All Members of StaffAll Members of StaffFROM:FROM: Joe Chan (Chairperson)Joe Chan (Chairperson)DATE:DATE: 23 February 200-23 February 200-SUBJECT:SUBJECT: Monthly Staff MeetingMonthly Staff Meeting

A meeting of all members of staff will be held on Monday 3 March 2000 A meeting of all members of staff will be held on Monday 3 March 2000 at 10 am in the conference room. It will last about one hour.at 10 am in the conference room. It will last about one hour.1.1. Apologies for absence (JC)Apologies for absence (JC)2.2. Minutes of the last meeting (JC)Minutes of the last meeting (JC)3.3. Matters arising (WW)Matters arising (WW)4.4. Measures to be taken to cut running costs (SY)Measures to be taken to cut running costs (SY)5.5. How the measures are to be implementedHow the measures are to be implemented6.6. Any other businessAny other business7.7. Date of the next meetingDate of the next meeting

Ms T TamMs T TamSecretary to the chairpersonSecretary to the chairperson

Distribution:Distribution: Willie WongWillie Wong Sanny YeungSanny YeungCharlie WuCharlie Wu Billy BunterBilly BunterSusie WongSusie Wong Venus PongVenus PongPeter PerksPeter Perks Joesph TseJoesph Tse

THE GRABBIT INSURANCE COMPANYTHE GRABBIT INSURANCE COMPANYAGENDAAGENDA

AGENDA MEETING SAMPLEAGENDA MEETING SAMPLE

Agenda for the steering committee meeting Tuesday July, 18 2006, Agenda for the steering committee meeting Tuesday July, 18 2006, at 9.00 hrs., New York office at 9.00 hrs., New York office Opening/Welcome (9.00 - 9.05) Opening/Welcome (9.00 - 9.05) Announcements and documents received (9.05 - 9.20) Announcements and documents received (9.05 - 9.20) Approval of minutes of meeting held May 12, 2006, as well as action Approval of minutes of meeting held May 12, 2006, as well as action list (9.20 - 9.35) list (9.20 - 9.35) Evaluation information programme. Mr. Johnson has prepared the Evaluation information programme. Mr. Johnson has prepared the evaluation of this programme, and asks input from the participants evaluation of this programme, and asks input from the participants before publishing (9.35 - 9.45) before publishing (9.35 - 9.45) Proposal for harmonisation of the packaging. Mrs. Leeson has Proposal for harmonisation of the packaging. Mrs. Leeson has made a first proposal, and wants to discuss this in the meeting (9.45 made a first proposal, and wants to discuss this in the meeting (9.45 - 10.15) - 10.15) Financial report of 2nd quarter. Mr. Mill, approval (10.15 - 10.25) Financial report of 2nd quarter. Mr. Mill, approval (10.15 - 10.25) Any other business (10.25 - 10.40) Any other business (10.25 - 10.40) Ajournment(10.40 - 10.45)Ajournment(10.40 - 10.45)

Drafting the minutes of the meeting Drafting the minutes of the meeting

MOMMOM

Writing up the minutesWriting up the minutes

Types of minutes:Types of minutes:

Verbatim minutes – word for wordVerbatim minutes – word for word

Narrative minutes – summary of discussion, Narrative minutes – summary of discussion, decision taken and action point arisingdecision taken and action point arising

Resolution minutes – stating only what was Resolution minutes – stating only what was agreedagreed

Being a successful chair (1)Being a successful chair (1)

Before the meeting – tactical planningBefore the meeting – tactical planning

Consider the purposeConsider the purpose

Postpone if not enough items/key peoplePostpone if not enough items/key people

Avoid overloading agendaAvoid overloading agenda

Arrangements at the venueArrangements at the venue

Read papers and reportsRead papers and reports

Being a successful chair (2)Being a successful chair (2)

After the meeting – prompt follow-upAfter the meeting – prompt follow-up

Review minutes and ensure they are Review minutes and ensure they are circulated to the circulation list.circulated to the circulation list.

Check the previous ‘action’ column before Check the previous ‘action’ column before the next meeting and seek confirmation as the next meeting and seek confirmation as to whether the named individuals have to whether the named individuals have done what was required.done what was required.

At your last department meeting, three people monopolized the entire discussion. What can you do at the next meeting to encourage other department members to voluntarily participate?

Business WritingCirculars

Circulars

• A circular letter is one which is sent out to many people at the same time

• Used both within organization and for sending out information from organizations

• The letter may be prepared once only and then duplicated

• With modern technology, however, it is more likely that each letter could be personalized to look like an original

Situations that needCirculars

• Introduce a new product /service

• Opening of new branch

• Change of address

• Seasonal discounts

• Increase in price, etc

• Obtaining an agency

• Change in constitution of the firm

Salient features /Guidelines

Must be worded in a personal style• Use individual terms, e.g. ‘you’and not ‘all of you’ or ‘you all’•Use singular expressions

Persuasive approach• Tone of the circular is always in theform of a request instead of acommand