Topic 10-CONDUCTING MEETINGS AND MINUTES WRITING
Topic 10-CONDUCTING MEETINGS AND MINUTES WRITING
Definition:
A meeting is a gathering of two or more people that has been convened for the pupose of achieving
a common goal through verbal interaction such as sharing and reaching an agreement.
Roles of meetings
• Gathering information.
• Is to coordinate activities e.g. a meeting of head of departments
• To provide the frame-work within which risks and sensitive issues can be shared and
discussed before action is taken
• To update participants on the current state of the affairs in the organization e.g. measures
being taken to eradicate problems within the organization
• It gives people an opportunity to solve their problems
• It brings people together to consult on key issues
• To exchange information or views
• To make policies for organization
• To express grievances
• To persuade people to agree with set proposals
• Conduct training
• Communicating information from the management to the workers
Types of meetings
1. Formal meetings
Formal meetings follow rules set down in statutes, constitutions, and standing orders for by-laws.
They are preplanned meetings, have predetermined set of topics and objectives that one wishes to
achieve.
The records of these meetings are properly kept and they guide the subsequent meetings. Examples
of such meetings include: company general meetings, executive committee meetings, and board
of directors meetings, managerial meetings.
2. Informal meeting
In these meetings, there are no formal rules or procedures. They take a more relaxed approach.
They are generally not planned in advance.
Documentation is not formally done, notes instead of minutes may be written. Examples of such
meeting include encounter meetings, brainstorming meetings, working party meetings, and
intradepartmental meetings, status update meetings.
Preparation
Advantages of meetings
Disadvantages of meetings
Challenges of meetings
I. Run out of time keeping the agenda and the objectives in the participants mind
II. Some participants rush to make decisions
III. Some do not want to participate
IV. When one or two participants take over the discussions some participant are checking their
mails or doing their work during meetings
V. Dealing with conflicts, when the person in charge has different objectives, views than the
participants
VI. How to keep everyone involved in discussions and decision making.
Minute taking
Def: Minutes are written records of the previous meetings that were held by the management,
board or staff in the organisation
Records of meetings must be written and stored to be retrieved when need arises
Importance of Minutes
Points to note
i. Minutes are expected to be accurate, clear and complete before they are stored as official
records of the organisation
ii. The language used when writing minutes must be objective and non-biased.
iv. Minutes should be highly summarized, not a burden to read – be brief; summarize
outcomes and points of agreement and disagreement; don’t record detailed input
Layout of Minutes
Heading - The name of the committee or other unit and the date, location, and starting time of
the meeting e.g.
Members present
1. Chairman
2. Secretary
3. Member
In attendance
1. Transport officer
Absent
Agenda
Min. 4/9/5/2012:
Confirmation
Confirmed by: