MEETINGS

Objectives
AT THE END OF THIS
PRESENTATION:
Clearly understand the definition of a
meeting
Be familiar with the terminologies
Identify types of meetings
Discuss the roles of personnels
associated with meetings
 What is a Meeting?

In simple terms, a meeting can

be defined as a real-time
gathering of two or more
people for the purpose of
achieving a common goal
through conversation and
interaction.
 Importance and
Purpose of a
Meeting
Think of your meetings as opportunities to
share information, solve problems, and keep
the team working together. That's why
they're important—they help you build
trust, improve communication and get more
done in less time. Meetings provide a
valuable forum for a range of different
functions, helping people to share ideas,
make decisions, build team relationships,
and even feel less lonely at work.
 Types of Meetings
Virtual Meetings (Remote)
Brainstorming Meetings
Planning Meetings
Statuory Meetings
Training Meetings
Workshops
Innovation Meetings
General Meetings
Board Meetings
Kickoff Meetings
Retrospective Meetings
 Virtual (Remote)
Meetings
Meetings are held remotely or online via
a video conferencing tool, by some or all
team members. Ideal for multi-site teams,
employees who work from home, or any
reason that requires an online meeting
outside the office.
 Brainstorming
Meetings
Brainstorming team meetings usually
take place in a relaxed, informal
environment where coworkers can
exchange ideas without fearing
judgment or ridicule. This group setting is
excellent for bouncing off ideas and
prevents teams and departments from
falling victim to tunnel vision.
 Planning Meetings
When you’re responsible for a project or new
initiative, it is common for a leader to host a
planning meeting. A planning meeting is when
a group, which may be comprised of
employees and external partners or
stakeholders, come together to discuss and
make decisions on a project's vision, scope,
budget, and timelines. Typically, you would
lead this meeting to generate consensus and
commitment to take the first step in a new
initiative.
 Statuory Meetings
Statutory Meeting is the first meeting of the
shareholders of a public company. It must be
held within a period of not less than one month
nor more than 6 months from the date at which
the company is entitled to commence business.
The purpose of the statutory meeting with its
statutory report is to put the shareholders of the
company in possession of all the important
facts relating to the new company, what shares
have been taken up, what moneys received
etc. This also provides an opportunity to the
shareholders of meeting to discuss the whole
situation, the management and prospects of
the company.
 Training Meetings
The main focus of a training session is to
transfer knowledge and skills from the trainer to
the participants. An employer may use training
sessions to onboard new hires. The trainer leads
the session while the participants follow the
instructions. This training session takes different
formats, as sometimes an employer can
mandate employees to attend the training
session, while other times, the participants may
be there by choice.
 Workshops
Workshops are set up as the base for future work. Therefore,
they may involve two parts: team formation and creating a
shared work product. Usually, workshops involve
incorporating the elements of other meeting types like idea
generation and planning meetings. These meetings kick off
with an introduction, an assessment of overall goals, and
exercises in which every participant engages in a
structured manner.
Workshops are usually long so they require that you plan
and structure every activity to flow seamlessly. To conclude
a workshop, the meeting leader would review the work
product and end it with a review exercise. That said,
workshops are set up as needed as they don’t often follow a
pattern. The people in charge create the structure for the
workshop. A few examples of workshops: team chartering,
design workshops, and value stream mapping.
 Retrospective
Meetings

Retrospective meetings occur at the end

of a project to help teams pause and
think about improving future
performance. It's a safe space for
reviewing the project's successes,
identifying opportunities for process
improvement, and solving issues that
may have come up.
 Board Meetings

A board meeting is a formal meeting with

the entire board of directors of a given
organization. These formal meetings are
held at various intervals, such as
quarterly or yearly, to discuss reoccurring
and significant issues, such as policy
issues, legal business or KPI reporting, or
miscellaneous issues.
 Documents
associated
with Meetings

Notice
Agenda
Minutes
 Notice

What is a Notice of Meeting? A Notice

of Meeting informs a company's
shareholders, directors, or other
nterested parties of the time, date, and
place of a corporate meeting. This
document can be attached to the
minutes of a meeting and can be used
as evidence that notice was provided.
Sample of a Notice
 Agenda

A meeting agenda helps you and your

colleagues prepare for a meeting and
guide yourselves through the items you
need to discuss. Time spent in planning
an agenda will likely save time for all
meeting participants by providing a
clear set of topics, objectives, and time
frames
Sample of an Agenda
 Minutes

Meeting minutes are written documents

that reflect what happened during a
meeting. The meeting minutes reports
typically focus on the key items
discussed during the meeting, any
decisions reached and the next steps
for individuals or teams to take.
Sample of The Minutes
Introduce Statistics

3 out of 6
Employees believe they are unable to reach
their full potential due to lack of training.

5 out of 6
Employees strongly agree that it is more
beneficial to make virtual training readily
available.
Roles and
function of
personnel
associated with
meetings
Chair
Secretary
Proxy
Treasurer
Ex-officio
 Roles and
Function of
the Chair
The chair of a meeting, also known as a
chairperson, is the elected officer of an
organized group, such as a board or
committee. During the meeting, it is a
chair's responsibility to prepare the meeting
agenda, open the meeting, facilitate
discussion and keep the conversation
focused and balanced.
 Roles and
Function of
the Secretary
Taking minutes in meetings. Keeping files
of past minutes and reports. Letting people
know when and where the next meeting is
and what it is about. Helping to prepare
agendas for meetings with the
Chairperson.
 Roles and
Function of
the Proxy
The primary responsibility of a proxy is to
represent the absent individual faithfully
and in accordance with their interests,
preferences, and instructions. This includes
speaking on their behalf, voting as
directed, and making decisions in their
stead
 Roles and
Function of
the Treasurer
Must protect the financial interests of
individual committee members since they
have personal liability for all debts; Must be
aware of the policies being pursued; • Must
maintain the books of account; • Should
prepare estimates and budgets; Must submit
regular financial reports to the committee.
 Roles and
Function of
the Ex-Officio
Ex officio members typically have full
voting rights and participate in the board's
decision-making processes. They may have
specific responsibilities or areas of
expertise related to their position, which
they bring to board discussions and
decisions.
Requirements
Before,
During and
After a
Meeting
 Before
Review the meeting
invitation and agenda.
Prepare necessary materials
or documents. Confirm your
availability for the meeting.
Think about questions and
points you want to bring up
at the meeting. Seating
Arrangements
 During
Ask questions
Follow proper meeting
etiquette
Take meeting notes
Prepare questions
Distribute supporting
materials
 After
Schedule the next
meeting
Recap the meeting
Review meeting notes
Meeting follow-up email
Review action items
 Robert’s Rule of Order

What is Robert's Rules of

Order, and What Is It
Used For? Robert's Rules
is a framework that is
comprised of a set of
codes and rules of ethics
that helps groups hold
orderly meetings that
allow the majority to rule
while allowing minority
voices to be heard.
 FOLLOW-UP
PROCEDURES RELATED
TO DECISIONS:

(a) filing and indexing of

minutes;
(b) acting on decisions
taken at the meeting;
(c) circulation of action
sheet;
(d) circulation of minutes.
 ACTS AND TERMS

(a) Company’s Act of

relevant country;
(b) management structure of
companies;
(c) officers, shareholders of
companies;
(d) meeting proxies;
(e) corporate records;
(f) Articles of Incorporation.
Terms to Know
(a) Ad hoc;
(b) verbatim;
(c) quorum;
(d) casting vote;
(e) adjourn;
(f) postpone;
(g) cancel;
(h) proposal;
(i) motion;
(j) resolution.
 Ad hoc
An Ad Hoc meeting is one that occurs
outside your usual recurring meetings or
meeting rhythms. They are also called one-
off meetings. Ad Hoc meetings are called
to deal with a specific topic or discussion
versus a recurring meeting that takes
place at regular intervals and has
ongoing, regular topics. Ad Hoc meetings
can be unstructured with no preparation or
planning, or they can be structured with an
agenda and meeting minutes. It depends
on the purpose of the meeting.
 Verbatim
Verbatim minutes are a word
for word written transcript of
who stated what during
meetings. Verbatim minutes
are often very lengthy and
difficult to overview. They are
rarely used unless required
by law, in public hearings or
congress
 Quorum

According to Robert’s Rules of Order, quorum

refers to the minimum number of present
members to call a meeting or conduct
business. In the board’s case, the quorum
serves as the acceptable number of directors
who have a significant stake in the company
and are present to make the proceedings of a
meeting valid under the corporate charter.

Quorums are essential in ensuring that crucial

decisions or changes are made from the
sufficient representation of the board. These
can prevent severe consequences of minority
rule and miscalculated risks.
 Verbatim
Verbatim minutes are a word
for word written transcript of
who stated what during
meetings. Verbatim minutes
are often very lengthy and
difficult to overview. They are
rarely used unless required
by law, in public hearings or
congress
THANKS FOR LSITENING