MEETINGS-BACHELOR I

A meeting
• Is a gathering of two or more persons
with the view of making decisions
through discussion
• A gathering where two or more people
assemble together with a view to
taking some decision on some present
issues through mutual discussion
 Defining meeting continues
• Murphy and itilderbrandt (1972) define a
meeting as a gathering where purposive
discussion occur among two or more
people who exchange information on a
common topic or problem.
• A congregation of people with the aim of
discussing matters of their common
concern.
In essence meetings are planned events, with some form of
structure and purpose are designed to:

 Get people together

 Get alignment towards a specific range of topics

 Provide information

 Brainstorm ideas

 Exchange ideas and thoughts

 Understand the topics discussed

 Reach confirmation and agreement

 Assign accountability and actions

 Decide on further action or strategy
Types
Formal and informal meetings
• Notice of the meeting
• Leadership - convener, chairperson, secretary
• Agenda to be followed
• Special setting/place
• Date and time of the meeting
• Writen records - minutes
• Invitation to attend a meeting
• Decision through voting process;
Public/private
• Private – admission confined to these entitled to
attend e.g. Shareholders
Public – admission open to general public
-Everyone who attends have the right to participate
in determining the action to be taken.
• Lawfully not prohibited piece
• Do not constitute breech of law
• Do not interfere right of passage
• Do not lead to destruct of property.
Function
Informative meetings
• Give information to participant about new
product a new scheme.
Consultative
• Members consulted to solve a problem
Negotiation meeting
• To reach an agreement on a matter.
Executive meeting
• In which decision are taken by those
empowered to do so
Instructive meetings-Give instructions
 OTHER TYPES
Annual meetings-held every year to inform
members of previous and future activities
Extraordinary meetings-Deal with urgent
matters which need solution
Board meetings-Involve board of directors
of an organization
Commettee meetings-group set up from
larger group to manage specific issues
Staff meeting-Meeting of all staff from
part of an organization
Departmental meetings-involve staff I
a department for planning, discussion
and reporting
Steering meeting-group that take an
overview of a project.
Virtual meetings
Reason for conducting meetings
1 To collect information simultaneously
from many people.
A meeting can be called of the people who
possess the information.
2 To enable members to own an idea and
thus strengthen members commitment.
Through meetings people participate I
making decision about various
programmers
3 To make decision
4.Enables organizations to solve complex
problem or determine cause of action
through consensus.
5. To develop a plan
6. To establish understanding
7.To clarify responsibilities
8. To create sense of teamwork
9. To report in some activity or
experience.
10. To give and get new ideas
11. To instruct group of people
Steps in meeting preparation:
1 Determine the purpose or objectives
These should be clearly defines
2 Date setting
Consult the participant before setting the
date to improve attendance.
3 Establish the size of the groups
The numbers of participant determine
other physical preparations to be made.
4 Determine who should be invited
Invite only those with expertise and
information objectives (involve the right
people).
5 Organize the venue
Have enough facilities like chairs, water and
glasses, microphones for big audience,
adequate lighting, refreshments, handout
materials, video and film etc.
6 Set the agenda
7. Timing
Chose right time
Limit time of meeting
Starting time and ending time
8 Write a notice of meeting
• Should be written to all members and
should include date, time, venue,
purpose or topic and a list of those who
should attend.
Factors for effective meetings
1. Called for necessary and
appropriate reasons
2 . Consist of right membership.
-In terms of number of participants
-How relevant they are to goals of the
meeting
3 Be well planned in terms of
• Physical space
• Audial visual equipment
• Someone to take minutes
• Timing
• Coordination with individuals making
presentation etc.
4.Be well managed
Both the chairperson and secretary should well
manage the meeting from its preparation,
conduct and after meeting
6. Clear and specific agenda
7.Notice of a meeting should be sent in
time before a meeting-to ensure members
contribution
8. Minutes prepared and circulated after
meeting
 COMMON MEETING PROBLEMS
1.Too long meetings
2. Boring meetings
3.Someone is talking too much
4. Some People Don’t Speak at All!
5. Conflict of Interest
CONDUCTING THE MEETING
1 Starting the meeting
• A meeting is started by chairperson. can do the following.
 Always start on time and state that sticking to the
agenda and its timeline is important
 Welcome attendees and thank them for their time
 Make introductions
 Clarify your role in the meeting
 Review the agenda
 Allocate someone to take minutes
 Start the meeting in a positive and
enthusiastic manner.
2. Leading the meeting
• Everyone should be made to understand the
purpose of the meeting and be given
opportunity to participate.
• Basic task for chairperson is to keep the
meeting focused and moving.
• Suggest new idea, present problem
• Keep participants on track
• Keep group aware of where they are in
process
• Let members be aware of imposed time and
time left
3. Participants in the meeting
• Make sure meetings achieve its goals
• Know the purpose and well for meeting
• Arrive on time and stay to the end
• Participate without dominating
• Ask questions that move the meeting
forward but do not be unnecessary entices
of other people’s ideas.
4 Closing the meeting/concluding
• Chair person should end the meeting on time
steps to close the meeting
• When closing a meeting:
• Thank the participants for their time and
valuable contributions
• Summarise the meeting topics
• Review actions and assignments
• Clarify that meeting minutes or actions will be
reported. Explain the process
• Set the time for the next meeting and ask
each person if they can make it or not
• Try to end on a positive note
• Always end meetings on time.
5.The post meeting period.
Decision reached must be carried out. The
action items to be implemented and next
steps to be taken should be handed to each
participant as soon as possible, after the
meeting.
Chairperson
 It is the chairperson’s responsibility to ensure the meeting’s
purpose is achieved
 There are two ways the Chairperson can attain their position,
they can either be elected or they can be appointed
 The position is also chosen based on
experience, responsibility or seniority.
 They liaise with the secretary regarding the next agenda and
contribute to its final copy
 They ensure that the minimum number of people are present
so that the meeting can take place
 They open the meeting by welcoming
participants
 They make sure someone is taking the minutes.
Chairperson

Attempt to move the meeting along at a timely and orderly pace

by:
 Ensuring speakers direct questions to them

 One person speaks at a time

 Speakers only speak once on a motion
 Speakers remain focused on the topic of discussion
 Make certain that motions are properly moved and seconded
and that is recorded by the minute taker
 Remain objective when someone is stepping out of the
guidelines or not addressing the issue in question
 Set the date, place and time for the next meeting
Secretary
Before the meeting taking place, they will
be responsible for:
 Drawing up the agenda and sending out
notices of meetings
 Preparingitems and organising
correspondence
 Ensuring there is enough seating.
Secretary
During the meeting, they will be responsible for:
 Taking a record of who is present, absent and
reading out apologies for those absent
 Read out the minutes from the previous
meetings and any correspondence as a result of
previous minutes
 Take notes and minutes
 Action incoming and outgoing correspondence.
Secretary
After the meeting, they will be responsible
for:
 Writingup the minutes from the previous
meeting notes
 Following up on any correspondence
 Completing any tasks given from the
meeting
 Preparing for the next meeting.
AGENDA
The term agenda comes from the Latin words
which means “things to be done”
It is a list of the items of business to be deal
with at a meeting.
An agenda is simply a list of things to be
discussed at a meeting
• Ordered sequence of items to be discerned
in a formal meeting
• A list of individual items which must be
acted upon or processed
How to create effective agenda.
• Meeting notice should be written to
inform participant about a meeting.
• Request for agenda from the participants
• Summarize the proposed agenda
depending on the objectives of the
meeting.
• Send the agenda to the meeting
participants
• Follow it during the meeting.
Importance of agenda (why prepare
agenda)
• To familiarize participants with topic
to be discussed or issues to be
raised. This will enable members to
participate fully.
• Used for preparation of minutes
• Ensure no item is overlooked by the
chairperson
• To guide a chairperson during the
meeting
• Allot time for each item
• Indicate what outcomes the
participants may expect from the
meeting.
• Provide structured basis for
discussion.
Agenda- example
1. Opening
2. Adoption of agenda/Agenda approval
3.Confirmation of Minutes previous
meeting
4.Matters arising
5.Examination reports
6.Any Other Business(AOB)
7.closing
Notices.
• Notice is a sheet of paper giving written
or printed news or information usually
displayed publicity.
• Pre-meeting information inviting people.
should state purpose, time and venue
• It is distributed early enough so that
members can go through agenda and
budget their commitments.
TANZANIA INSTITUTE OF ACCOUNTANCY.
• To all academic staff.
• I would like to inform you that a meeting will be
held in conference room on Saturday 2 march at
12:00 pm.
Agenda
1. Opening
2. Adoption of agenda
3.Confirmation of Minutes previous meeting
4.Matters arising
5.Examination reports
6.AOB
7.closing
• Your sincerely
• Kaboja km
• Secretary.
MINUTES:
• The term minutes means a concise and
accurate record of the activities
transacted at the meeting
• Anyone may be chosen as a secretary
and take the minutes
• Minutes taking is an important and often
a difficult exercise in business
management.
Types of minutes
Minutes of narration: These minutes are given in
narration form and are used to record events
which require no formal resolution.
Minutes of resolution: In the minutes of
resolution only the resolutions passed at the
meeting are recorded.
Minutes should not be confused with report. A
report gives a historical account of all the matters
discussed in the meeting and is much more
detailed.
Formal minutes should include:
1.Title of minutes
• Should include date, time and location
2 Attendance record
i.Names of people who attendended the
meeting
• Chairperson should head the list
• Secretary should follow after chair person
but sometimes may be put the last.
• Members can be listed in order of
seniority if they are in the some
grade can be listed alphabetically.
• Avoid to offended any one.
ii. Absent with apology
iii. Absent without apology
3.Agenda
1. Opening
2. Adoption of agenda
3.Confirmation of Minutes previous
meeting
4.Matters arising
5.Examination reports
6 Quality assurance report
7.AOB
8.closing
4.Opening
5.Adoption or confirmation of agenda
6. Confirmation of minutes from the
previous meeting
7. Matters arising
8 One or more new agenda items
9.Any Other Business(AOB) -for only
ordinary meetings
10. Closing
11. Approval
• Chairperson should sign and date the
minutes on the left hand side.
• Secretary should sign and date the
minutes on the left hand side.
…………………. …………….
• Chairperson Secretary
Reason for taking minutes
• To remind you of the actions that
you and other people agreed to
take.
• To remind yourself of what was
decide at the meeting
 Reasons continues

• To tell those who could attend

what was said
• To form the basis for discussion at
the next meeting
• To take actions and make follow
ups
Minutes should be
• Brief
• Clear
• Accurate
• Complete
• Ina a suitable tone
Observe all principles of
communication
Memorandum (memo)
• Latin word “to call to mind, remembering”
-document that help the memory by recording
event or observations on a topic.
-Is a shirt piece of writing generally used by
officers of an organization for communication
among themselves.
 Memo continues
Purpose of memo
• To record information
• To convey information and decisions
• Make short request
MEMORANDUM
• To: Admission officer
• From: Director of academic affairs
• Reference: MM/123/3
• Date: October 01, 2016
• Subject: STUDENT’S ENROLMENT (Tittle of the
content)
• Body: From Tuesday 25 march, registration of
student will commence. Please inform your
subordinates to report early in that day for
effective beginning of the exercise.
• Signature
Problems most common in taking
minutes
• How to lay the minutes out.
• What style to adopt
• How much inform action to put in
• How to take the minutes.
VOTING METHODS
1. Show of hands-by raising hands in
favour or against a motion
2. Voice vote-decision is based on
volume of voice(yes or no voice)
3.Rising method-by standing up
4. Ballot- vote by writing
Quorum- A minimum number of people
required for the meeting to be valid
Motion- Proposal that is put before a
meeting for discussion and decision
Resolution- If a motion is passed becomes a
resolution
Special Resolution-occasion when the act
requires more than a simple majority vote
to pass a resolution
Questions for discussion
1.Discuss roles of a chairperson, secretary and participants when a
meeting is conducted.
2.Define meetings. What are the requisites of valid meetings?
3. Draft a notice for the annual general meeting of a company.
4. State the different types of meetings and discuss the work of the
secretary in connection with each.
5. Why and when is an annual general meeting held?
6. What is the purpose of an agenda? Draft an agenda for a meeting to
be held for taking action against the misbehavior of a particular student.
7. What is an annual general meeting? What is its purpose?
8. Why does the chairman of a meeting have a special prepared agenda
and how does it differ from the agendas provided to other members?
9. Define minutes. List out the precautions to be taken while drafting
the minutes.

By
Kamwela ,B (PhD)