An agenda is used to give control to the individual conducting the meeting over the flow of info as well as discussions at the meeting. This is used as a notice of meeting to the attendees so that they can come with already prepared (Garcia, Kunz, & Fischer, 2008).
Items to be included on a meeting agenda can be determined with the help of a checklist covering all below things:
There are five major items of standard meeting agendas:
Factors considered while deciding over the structure of a meeting, are as follows:
Meeting style and structure (formal or informal)
The following participants’ quality factors may help the meeting coordinator while identifying participants to conduct effective meetings:
The ways, through which participants can be notified for an impending meeting, are as follows:
Answer 7
Checklist to confirm needed arrangements of a standard meeting (Evoma, 2017):
Have you:
5 types of meeting documents that might be sent to the participants prior to a meeting:
Meeting papers must be dispatched within designated time lines because the organisation’s policy as well as procedures have be followed for sending out the meeting notice as well as other documents, which takes time. If we will not dispatch within time lines then the purpose of sending the documents may not get fulfilled due to their late arrivals or may be post meeting arrivals (Austin & Pinkleton, 2015).
The role of a meeting chairperson is well-defined as the person who is selected to supervise over a meeting so that the meeting is piloted properly and fairly. The responsibilities of the meeting chairperson is same, be it a general meeting or meeting of directors (Skillmaker, 2013).
Meetings’ participants must be aware of what their duties are related to codes of practice. Most of the organisations have their codes of practice communicated through ground rules.
Moreover, legislation related to companies also requires to be considered while organising public meetings. All ethical aspects of administrative activities and issues also apply to meetings.
Chairperson should follow below mentioned practices to ensure meetings are focused, time efficient and achieve the desired outcomes:
When discussion is underway and if the time line allotted for a specific agenda item has been surpassed then it is the responsibility of chairperson to confirm that meeting continues with the flow well through involving all participants available. To stop allowing 1 or 2 people for dominating the meeting, chairperson can take the decision and ask the person about concluding their point and let the others speak.
Chairperson is having main role in conducting efficient as well as effective management meetings. As the chairperson ensures that the Management Committee of the meeting functions properly, there is complete participation by the invitees during meetings, all necessary as well as relevant matters are discussed and effective decisions have been made and will be carried out. Thus, they are essential to bring the meetings to a close (Skillmaker, 2013).
There are ways through which a chairperson can encourage active participation from attendees at the meetings:
The well-suited defences to resolve conflicts between meetings’ participants involve organizing thoroughly prior the meeting, as well as chairing strongly thru the meeting. Because developing a reputation for managing structured meetings firmly, then there is less chance that attendees of the meetings will attempt to chase their own agendas during the meeting (Leist, 2011).
Minutes of meeting hold the purpose of the meeting as well as agreed outcomes on record which can be referred back in the future. These can be used for follow-up drives and effective minutes of meeting are usually clear as well as straight forward along with all important information. We can summarize the meeting in this form of document and refer it back whenever needed (Richards, 2018).
Following info should be covered while briefing the minute-taker:
Accurate recordings of minutes of meetings provide following benefits:
While checking transcribed meeting notes, meeting conveners should focus on following:
Minutes of meetings and other follow-up documentation should be distributed immediately or within the day post meeting to all of the participants, invitees as well as chairperson of the meeting (Free Management eBooks, 2018). Distribution of meetings later than that will cause problems like minutes of meeting taker may forget details as the rest attendees do.
Storing the minutes electronically on computer at the similar lace where the meeting has been conducted and naming it with the date, will make easier to locate the particular file whenever needed in the future (Free Management eBooks, 2018).
Moreover, printing out a hard copy of the meeting minutes as well as maintaining a proper file through putting divider labelled with the year, month and date of the meetings in a file binder is a recommended practice. Maintaining a hard copy make it easy to insert the new minutes copy into the right month as well as year section. Besides, keeping 2 hard copies of minutes of meeting stored at two places is also recommendable so that if something happens to 1 of them then other can be used.
There is a huge difference between minutes of meetings and reports of outcomes of the meetings because both comprise of different elements. Minutes of meeting contain each and everything about the meeting in a précised form where outcomes of the meetings also listed. Future action plans are also a part of minutes of meeting. On the other hand, outcomes report only contain the result part of the meeting rather than meeting agenda, attendance, vote results, debate topics, meeting timings as well as discussions (Siegfried, 2012).
Therefore as per the name suggesting, minutes of meeting is a whole draft of a meeting conducted for referring again in future while report of outcomes only contains the end result as well as future action plans of the meeting.
5 tips for giving verbal reports of meeting outcomes are as follows:
5 common features of written reports are as follows:
Formal meeting: a formal meeting heavily planned as well as regulated. Formal business meetings usually have set attributes like minutes of meeting, a chairperson as well as a set agenda (Kriete & Davis, 2014).
Ad hoc meeting: is either called for any one specific purpose, or unplanned in a last-minute way. For an example, when we call an ad hoc meeting of the knitting buddies, then it means that the meeting was an ad hoc one, because it has called for a particular reason to knit (Meeting Sift, 2018).
Minutes: a draft of meeting containing each detail about meeting briefly.
Agenda: An agenda is used to give control to the individual conducting the meeting over the flow of info as well as discussions at the meeting.
Reports: A document which contains info organized in a graphic, narrative, or tabular form, prepared on periodic, ad hoc, recurring, required or as regular basis.
Chairperson or chair: the person who is selected to supervise over a meeting so that the meeting is piloted properly and fairly.
Minute taker: an individual who records the minutes of meeting is the minute taker (Free Management eBooks, 2018).
Dear all,
Please be informed about a business meeting of management has been scheduled for 12 section managers is going to be held on Tuesday, 24 November 2018 commencing at 9.30 am and concluding at 4.00 pm. The auspicious presence of the CEO of the company will be there.
We all shall meet at business conference room of XYZ Hotel at 9.30 am sharp. The following peoples are requested to attend: _____________. Besides, the meeting will be joined by two of the managers coming from interstate purposely to attend in person, and 3 managers will be participating via Skype. Additionally, we all will be blessed with a guest speaker who will address on technological changes for the new financial year with the help of audio-visual way.
The below listed points as well as meeting plan is to be noted down:
Date: 24 November, 2018
Place: XYZ Hotel-Business conference room
|
S. No. |
Meeting activity |
Type of action |
Time schedule |
|
1. |
Meeting welcome speech |
Information sharing |
9.30 am |
|
2. |
Last meeting’s minutes approval |
Information sharing |
9.45 am |
|
3. |
Vote for new secretary |
Discussion |
10.15 am |
|
4. |
Progress report of old business |
Information sharing |
10.30 am |
|
5. |
Tea break |
Interaction |
11.00 am |
|
6. |
New Business |
Discussion |
11.15 am |
|
7. |
Vote on proposal and budget |
Discussion |
12.30 pm |
|
8. |
Rewards giving activity |
Interaction and appreciation |
1.00 pm |
|
9. |
Lunch at restaurant |
Interaction |
1.30 pm |
|
10. |
Announcements |
Information sharing |
2.15 pm |
|
11. |
3 group discussion activity |
Discussion |
2.30 pm |
|
12. |
Meeting evaluation and adjournment |
Discussion |
3.15 pm |
|
13. |
Future action plans |
Discussion |
3.30 pm |
|
14. |
High-Tea break |
Discussion |
4.00 pm |
Two tea breaks and lunch will be catered for all the participants on the meeting premises. During afternoon, all participants will be divided into 3 groups for developing ideas and considering their strategic requirements for the coming year. Afterwards, they will be reunited and share their ideas with rest of the groups.
In this way, above meeting plan will be heading to develop a future work strategy as well as action plan in order to implement team-effectiveness, leadership, team-building and co-ordination among all the employees of the company and the management.
References
Austin, E., & Pinkleton, B. (2015). Strategic public relations management: Planning and managing effective communication campaigns. London: Routledge.
Burke, R., Koyuncu, M., Wolpin, J., Yiriks., & Koyuncu, K. (2015). Organizational Empowerment Practices, Psychological Empowerment and Work Outcomes Among Frontline Service Employees in Five-Star Turkish Hotels. Effective Executive, 18(1), 42.
DE Monfort University. (2018). Basic report structure. Retrieved from De Montfort University: https://www.library.dmu.ac.uk/Support/Heat/index.php?page=483
Evoma. (2017, 04 15). HOW TO CONDUCT AN EFFECTIVE BUSINESS MEETING. Retrieved from Evoma: https://evoma.com/business-centre/how-to-conduct-an-effective-business-meeting/
Free Management eBooks. (2018). Responsibilities of the Minute Taker. Retrieved from Free management eBooks: https://www.free-management-ebooks.com/faqmt/minutes-03.htm
Garcia, A., Kunz, J., & Fischer, M. (2008). Meeting Details: Methods to instrument meetings and use agenda voting to make them more effective. Meeting of the Center for integrated Facility Engineering Stanford, TR147.
Get on board australia. (2016, 10 21). Role of the Chair. Retrieved from Get on board australia: https://getonboardaustralia.com.au/role-of-the-chair/
Kriete, R., & Davis, C. (2014). The morning meeting book. London: Center for Responsive schools Inc.
Leist, L. (2011). 20 Ways to Have Effective Business Meetings. Retrieved from Monster: https://hiring.monster.com/hr/hr-best-practices/workforce-management/hr-management-skills/effective-meetings.aspx
Meeting Sift. (2018). Identify your meeting type to plan for success. Retrieved from Meeting Sift: https://meetingsift.com/the-six-types-of-meetings/
Richards, F. (2018). How to Be a Successful Meeting Minute Taker. Retrieved from Chron: https://work.chron.com/successful-meeting-minute-taker-10597.html
Rothwell, W. (2010). Effective succession planning: Ensuring leadership continuity and building talent from within. UK: Amacom.
Siegfried, J. (2012). Minutes of the Meeting of the Executive Committee: Chicago. American Economic Review, 102(3), 645-52.
Skillmaker. (2013, 08). Chairperson for a meeting. Retrieved from Skillmaker: https://www.skillmaker.edu.au/chairperson-for-a-meeting/
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