LECTURE NINE

Conducting Effective
Meetings

“A meeting is a group of people who

keep minutes and waste hours”.
 Facts about Meetings
- Over 11 million business meetings are held every day in the U.S.
- Managers spend 30 to 70 percent of their time in meetings.

- Most professionals attend around 62 meetings/month, with > 50%

of these perceived as a waste of time.
- A productive meeting of top managers costs thousands of dollars
per hour; unproductive meetings cost more

- One successful company banned meetings between 9 a.m. and 4

p.m.; others have a “meeting-free day” each week; others have
stand up meetings (don’t sit down) . . .
- Common to all, meetings is the cost.
- To ensure meetings achieves its aims and objectives and that costs
are kept to a minimum:
 Alternatives to Meetings

• E-mail
• Phone
• Conference calls
• On-line chats
• Flyers
 Terminology Associated with Formal Meetings

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 Individuals appointed to a committee by virtue of the office
members they hold, rather than by direct appointment or election.
Matters This is a standard agenda item, referring to items from the
arising 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
Motion A proposal that is discussed and voted on at a meeting.
Point of If someone thinks that the meeting is not following its written
order 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 It is normal practice for all comments at a formal meeting to
the chair' 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.
 Business Meetings

Meetings are an imperative part of any

organization
• "High level executive in business organizations
spend much time in committees and meetings."
• It is an important skill which each manager
needs to acquire.
• While the meeting is going on, it goes through the
stages of beginning, leading, conducting and
closing.
• The role of the Chairperson is significant in the
meeting.
 Preparatory Work Relating to a Meeting

• domestic arrangement
• Paper work
• purpose
• support
• code
• send out documents
• checklist for a meetings
 Preparatory Work Relating to a Meeting

1. The Domestic Arrangements:

 Where will the meeting be held, i.e. venue?
 At what time and day it will be held?
 What will be the duration of the meeting?
 Whether lunch/dinner is arranged?
 Selecting the participants
-Who will be invited to attend?
-Who will chair the meeting?
-Who will be called upon to formally
speak?
 Preparatory Work Relating to a Meeting

2. Paperwork:
 Minutes of the previous meeting and related
records.
 Reports to be read beforehand along
with office notes.
 Setting the agenda
 Frames the structure of the meeting.
 Consists of a list of items to be discussed.
 Distributes meeting content in advance for better
contribution.
 Setting Notice of a meeting
 Preparatory Work Relating to a Meeting
3. Purpose:
 What do you want to accomplish?
 What kind of meeting is it?
 Does the leader need to acquire specialist
advice on any subject?
 Is the leader conversant with the reason for
the meeting?
 Do you need to discuss any of the contents
of the meeting with anyone in a higher
management position?
 Preparatory Work Relating to a Meeting
4.Support:
 Is there a need to use advanced visual aids
for better presentation?
 Is a written report required?
 How much general knowledge and
awareness is required?
 Do you use mike (microphone) or other
audio aids.
 Preparatory Work Relating to a Meeting
5. Code for meetings: A few aspects in this regard are as follows:
 Start and end on time
 Be present on time and be prepared mentally
 Set an agenda
 Be brief and precise
 Don't dominate the discussion
 Listen to others
 Encourage participation for ideas
 Don't interrupt unnecessarily
 Don't evaluate presentations
 Give full attention to discussions
 Stay close to the subject
 Don't have side conversations
 Resolve related conflicts and issues

6. Sending out documents

-Hand delivery etc.
 Preparatory Work Relating Meetings
7. Check for Meetings, the checklist should include:
• Confirming that the meeting notice and all the sets of
background papers have reached all the members
and invitees.
• Ascertaining the participation of the chair -person and
the members, and the availability of the quorum.
• Venue arrangements such as ensuring that the
meeting hall is ready, is open, well in time checking
whether all equipment such as microphones, air
conditioners, fans, projectors, etc. are functioning
properly and pens, pads, etc. are provided.
• Refreshments and catering, Checking flight arrivals,
room bookings.
 MAIN PARTS OF AGENDA FOR A STANDARD MEETING
Term Definition

Title Header Title, time, date, location, phone number, e-mail contact, and any
other information necessary to get all participants together.

Participants Expected participants

Subject Line Purpose statement

Call to Order Who will call the meeting to order?

 MAIN PARTS OF AGENDA FOR A STANDARD MEETING
Term Definition

Introductions
If everyone is new, this is optional. If even one person is new,
everyone should briefly introduce themselves with their name and
respective roles.

Roll Call This may quietly take place while introductions are made.

Reading of Notes from the last meeting are read (if applicable) with an
the minutes opportunity to correct. These are often sent out before the meeting
so participants have the opportunity to review them and note any
needed corrections.
 MAIN PARTS OF AGENDA FOR A STANDARD MEETING
Term Definition

Old Business List any unresolved issues from last time or issues that were
“tabled,” or left until this meeting.

New Business This is a list of items for discussion and action.

Reports This is optional and applies if there are subcommittees or groups

working on specific, individual action items that require reports to
the group or committee.

Good of the This is the time for people to offer any news that relates to the topic
Order of the meeting that was otherwise not shared or discussed.

Adjournment Note time, date, place meeting adjourned and indicate when the
next meeting is scheduled.
 Notice of Meeting

• The notice of meeting is typed or printed

on the organizations' letterhead; it must
always include the following points:
(i) Name of the board/group which is to meet
(ii) Day, date and time of the meeting
(iii) Place of the meeting, i.e. the address and
the specific room/hall
(iv) Agenda of the meeting
 Agenda of Meeting: Items Included

• Agenda is a list of items to be discussed at

the meeting.
• It is usually sent with the notice of the
meeting, but it may be sent later if it takes
time to prepare it.
• Items included in the agenda depend on the
type of meeting.
• According to rules of conduct of a meeting,
apologies for absence received from
members are taken up and recorded before
the agenda is taken up.
 Agenda of Meeting: Items Included
• 1st item "Approval of Minutes.” It will be
written in the agenda as "Minutes" or in
greater detail as "Approval of minutes of
previous meeting.”
• 2nd item relates to matter arising out of the
minutes. This may be indicated in the
agenda as "Matters arising."
• 3rd , the new items are set out after this.
Some of the items are routine requirements,
like payments to be passed and cheques to
be signed, Progress reports, Review of
activities, etc.
 Agenda of Meeting : Ways of Writing

There are two ways of writing the points in

the agenda:
(i) In the form of nouns, for example,
• Appointment of sub-committee to look in to
losses…
• Proposal to open a branch in…
• Membership drive
• Fund collection
• Review of the month's activities
 Agenda: Items Included
ii) With an infinitive verb, for example
• To appoint a sub-committee to look into…
• To consider a proposal to open a branch …
• To organize a membership drive
• To collect funds
• To review activities of the month
 All the items in an Agenda must be written in the
same style.
 Different organizations use different style of writing
the items in the agenda.
 Public Limited companies and some organizations
use a very formal and detailed style while some use
informal style and describe the items in short.
 Setting the Agenda
Elements of the Agenda
1. To : Involved personnel
2. From : Chairperson
3. Date : Date of the meeting
4. Subject: Brief description of the meeting
5. Issues to be discussed
6. Person responsible for any designated
issues
7. Designated time line
8. See Samples

22
 THE GRABBIT INSURANCE COMPANY
AGENDA
TO: All Members of Staff
FROM: Joe Chande (Chairperson)
DATE: 23 February 2018
SUBJECT: Monthly Staff Meeting
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.
1. Apologies for absence (JC)
2. Minutes of the last meeting (JC)
3. Matters arising (WW)
4. Measures to be taken to cut running costs (SY)
5. How the measures are to be implemented
6. Any other business
7. Date of the next meeting

Ms T. Tambwe
Secretary to the chairperson

Distribution: William Wangwe Sunday Young

Charlie Wenje Billy Bunter
Susan Walwa Venus Pogba
Peter Parker Joseph Tzeba
 Sample Agenda (I)
Black Student Association
Regular Meeting
August 23, 2018

I. Call to Order
II. Reading and approval of the minutes of August 15, 2018 meeting
III. Reports

a. Executive Board

IV. Unfinished business

a. t-shirt design (vote)

b. community service project (decision)

V. New business

a. Lunch Buddy program (vote)

VI. Announcements
VII. Adjournment
 Sample Agenda Structure

Time Topic Purpose Person

 Inform responsible
 Discuss
 Decide
 Task

25
 Sample agenda and notice of meeting (II)

Figure 13.4 Sample agenda and notice of meeting

 PURPOSES OF MEETINGS
Purposes for holding meetings in organizations:
1. To save time in Communication.
2. To discuss and solve problems relating to business
3. To resolve conflicts, confusion and disagreement
among interest groups.
4. To give and get new ideas and immediate
reactions.
5. To arrive at consensus on issues.
6. To learn from others and to train others.
 Types of meetings

Formal and informal meetings

Formal meetings are held according to pre-
established procedures. A notice must be
circulated among the members. E.g. Board
Meeting.
Informal meetings can be held anytime,
without a formal notice or a fixed agenda.
Notice, agenda, or quorum not necessary to
validate the meeting.
Other ways of classifying business meetings?
 Participating in Meetings
The Chairperson
 Before the meeting
 During the meeting
The Secretary
 Before the meeting
 During the meeting
 After the meeting
The Participants
 Before the meeting
 During the meeting
 After the meeting
29
 Participating in Meetings (cont’d)
Each participant has a role to play in a
meeting as follows:
The chairperson
Beforehand:
 Establishing purpose
 Deciding if a meeting is necessary
 Choosing participants
 Preparing agenda
 Circulating agenda etc.
 Checking arrangements

30
 During the Meeting :
Open the meeting: invite introductions if necessary;
state the purpose of the meeting; present the agenda.

Move to first agenda item

Invite someone to speak

Bring others into Interrupt / Control Ask for repetition

the discussion if necessary and clarification

Paraphrase (restate using own words) &

Summarize (brief general statement)

Move to the next point

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 31

 Participating in Meetings (cont’d)
The secretary
Beforehand:
 Helping distribute the agenda to
participants
 Checking physical arrangements
 Preparing stationery and necessary
documents etc
 Booking venue

32
 Participating in Meetings (cont’d)
During the meeting:
 Taking notes for the minutes
 Providing information to chairperson and
participants if needed

After the meeting:

 Writing up the minutes
 Checking accuracy of the minutes with the
chairperson
 Circulating the minutes to participants before the
next meeting

33
 Steps in Conducting Meetings
The process can be divided into: Beginning,
Leading, Conducting and Closing.
1. Beginning:
 Establish the right tone – usually S3Ps, Serious
tone, Professional tone, Polite tone and Positive
tone.
 Be sure to identify participants who are not
known to the group.
 Offer background information and comments that
might prove useful to the group.
 Review the objectives of the meeting in terms of
items on the agenda.
 Steps in Conducting Meetings
2. Leading a meeting: Principal tasks for
leading a meeting:
• Arrive early and start on time.
• Restate the purpose and objectives periodically.
• Listen attentively to the other group members.
• Summarize the group's decisions or progress at
intervals during the meeting.
• Diffuse hot controversies with patience and
calmness.
• End with the summary of the decisions made.
• Highlight the action to be taken and decide who
is responsible for it.
 Steps in Conducting Meetings
3. Conducting:
• Preparing agenda, sitting arrangements,
physical facilities, etc.
• Monitoring the time of the meeting.
• Allowing everyone to present their point of
view and controlling those who talk too
much.
• Encouraging less confident participants to
speak up and share their views.
• Summarizing the key items of the meeting
at regular intervals.
 Steps in Conducting Meetings
4. Closing:
• Meetings should end on time.
• All decisions taken are summarized.
• Courtesy should be extended by thanking
the members.
• Vehicles should be arranged for those who
have come from outside and have no
conveyance.
• Minutes should be prepared after winding up.
• Follow up of the decisions made during the
meeting should be done.
 Participating in Meetings (cont’d)
THE PARTICIPANTS
Beforehand:
 Reading the agenda and any other pre-meeting
documentation
 Preparing for the meeting
 Confirming availability
 Being punctual to the meeting

38
 Participating in Meetings (cont’d)
During the meeting:
 Making relevant and productive contributions
 Asking for clarification if necessary
 Being prepared to justify opinions
 Being attentive and listening
 Being aware of your and others’ body language

After the meeting:

 Following up with any action agreed during the
meeting

39
 Participants' Role during the Meeting
Broad Areas participants have to play in a
meeting:
1. Punctuality: Participants have to arrive at a
scheduled meeting at the appointed time.
2. Adhering to the agenda: When an agenda
exists, the participants should follow it.
3.Contributing information: The problem -
solving group needs information to reach a
decision.
4. Evaluating the information: Participants
should resist the tendency to accept everything
that is said during the discussion.
 Participants' Role during the Meeting
5. Raising questions: Without questions, the
process will become monotonous.
6.Listening empathetically: Effective group
participants listen to the contents. They must
also "listen between the lines." The
empathetic listener tries to see the topic from
the other member's frame of reference, or
point of view.
7.Avoiding side discussions: A participant
may on some occasions be stimulated to
discuss a topic with the group member in the
adjacent seat.
 Participants' Role during the Meeting
8.Thinking as the group thinks: The group
member's needs to be aware that thinking of
the group is different from individual
thinking.
9. Do not talk irrelevant: As one participates
in the meeting one must be aware that other
people are also attending.
10. Show interest in what others say: When
someone makes a good point, show interest
even if it demolishes (beats) your point.
 Making a Main Motion

1. Stand to be recognized
2. Make motion: “I move that…”
3. Second the motion: “I second the
motion.”
4. Chair Restates Motion
5. Discussion
6. Vote
7. Chair announces outcome of vote
 Why a Second?

• At least 1 other member agrees

with the motion
-If no second, motion dies.
-Do not stand to second motion.
 Main Motion rules
Main motion:
• Requires a Second
• It is debatable
• It is amendable (can be
changed)
• It is simple Majority vote to pass
(51%)
 Ways of Voting
Voice - if you are sure of outcome.

▪Hand - when a specific count is

necessary.

▪Secret Ballot - when politics are involved.

Meeting Room Arrangements
• Theater Style
– Leader has great power by X
position.
– Participation and interruption by
audience is limited.

• U-Shaped Style X
– Equality of membership.
– No doubt of who the leader is.
– Good visibility for visual aids.

• Circle Style
– Democratic: equality is stressed.
– Great visibility by participants.
– Obvious body language.
– Excellent participation.
 Minutes of Business Meeting

What are minutes of meeting?

A record of the decisions taken at a formal meeting is
called Minutes.
Why take minutes?
• They record what was decided and done.
• They are made available to all the members on
request.
• To form the basis of discussion at the next meeting
• To tell those who could not attend what was said.
The rule: If it is worth having a
meeting, it is worth writing minutes.
 Minutes of Business Writing

The most common problems in writing

minutes are:
• How to lay minutes out
• What style to adopt
• How to take the minutes
• How much information to take in.
 Minutes of Business Meetings

 Taking minutes
• The minutes of companies and statutory
bodies are written in formal style.
• Other organizations may write minutes in
informal style.
• Must be clear about what the speaker
“meant”, not just what the individual “said.”
• The process of minutes writing is a process
of interpretation, not just repetition.
 Writing Minutes of Meetings
 Types of minutes writing:
1.Narrative minutes
 A summary of the discussion leading up to a decision.
 Useful for meetings that a more detailed record of the
discussion is preferable.
2.Resolution minutes
 Actual resolutions are emphasized, but only give brief
details of the discussion itself.
 Opinions stated, conflicts among members and
disagreements are treated off-record.
3.Action minutes
 Record the decision made on the issue and the action
(what) to be taken (by whom) and (when).
4. Verbatim minutes – word for word
51
What not to Include in the Minutes
• The opinion or the interpretation of the
secretary.
• Judgmental phrases e.g. ‘heated debate’,
‘valuable comments’
• Discussion: minutes are a record of what
was done; not what was said in the meeting.
• Motions that were withdraw.
• Name of seconder is unnecessary
However:
 Essential Points to Include in Minutes

The details to be included:

(a) Name of the body and nature of the meeting
(b) Day and date of the meeting
(c) Time and place of the meeting.
(d) Name of Chairperson of the meetings, names of
other members present (list is attached if there are
many names).
(e) Names of persons "in attendance", that is, any
invited officials like the auditors, the solicitor, who
are not members of the meeting.
(f) Leave of absence to those who are not present.
(g) Resolutions.
 Essential Points to Include in Minutes
• Thanks to the Chair
• The 1st item of the minutes is the reading
and confirming of the minutes.
• If minutes are circulated well in advance,
they will not be read.
• Leave of absence is usually recorded before
the minutes are confirmed.
• The last item of the minutes is a vote of
thanks to the Chair.
 Essential Points to Include in Minutes

• Other items in the minutes depend upon the

agenda and items discussed during the
meeting.
• The minutes will include only the resolutions
passed at the meeting without giving details of
the discussion.
• The minutes will also include a record of the
proposals made, a summary of the discussion,
voting on the proposals.
• The style and method of writing minutes is
fixed by custom and practice by each
organization.
 Language of Minutes and Resolutions

(i) Minutes are written in simple past tense; for

example:
• The Secretary read out ---
• The Chairman informed---
• The meeting ended ---
(ii) Many of the items are written in passive voice;
for example:
• The minutes --- were taken as read, and confirmed
and signed.
• The progress report for December was presented …
• The secretary was authorized …
• The next meeting was fixed for …
 Language of Minutes and Resolutions

(iii) It is written in third person, it, with passive voice.

Impersonal passive voice is used for recording decisions
and regulations. The impersonal passive voice is used
only for verbs of mental actions like decide, resolve,
suggest, recommend, etc. These are not physical actions;
they can be taken by a group collectively. Here are some
examples:
• It was decided that a committee be appointed …
• It was resolved that the meeting be adjourned …
• It was decided to create a separate fund for the purpose.
• Resolved that the separate fund be created for the
purpose.
 Language of Minutes and Resolutions

Resolution
• When the suggestion is adopted by the
meeting, the common decision is recorded
as a resolution to take action.
• A resolution may be ordinary or special.
• Ordinary resolutions require majority
support in terms of votes.
• Resolutions are passed unanimously or by
vote. In case of voting, it may be carried on
either by show of hands or secret ballot.
 Language of Minutes and Resolutions

A Resolution has a heading indicating what

it is about; e.g.
• Appointment of Secretary
• Appointment of Bankers
• Endorsement of cheques
• Signature on Negotiable Instruments
 Language of Minutes and Resolutions
A Resolution indicates both decision and action taken
• It was Resolved that Mr. Sanjura be and is hereby (by
means of this declaration) appointed …
• It was decided that the Secretary be and is hereby
authorized to …
• Resolved that a committee consisting of Mr. Mbogo,
Mr. Maswi and Mr. Bekko, be and is hereby appointed
to …
 Resolved that a new building be constructed on the
north side of the factory for the staff welfare centre.
 It was further resolved that the secretary be and is
hereby authorized to invite tender for the construction
and to make any other arrangement required for getting
the building constructed.
 Why do Meetings Misfire?

• Poor leadership –failure to control

• Overbearing leadership- behaves in an
authoritarian.
• Lack of compliance with formal procedures-
formal procedures are not fully complied.
• Inadequate or very large number of
membership—too many or too few members.
• Undesirable or incompetent membership –
right type of people, members do not know
their job well.
 Summary

 Meetings have become an integral part of

business life. They facilitate exchange of
views.
 The process of conducting of meetings can
be divided into: Beginning, Leading,
Conducting and Closing.
 Meetings are held to save time in
Communication, to instruct a group.
 Notice, Agenda, Minutes and Resolutions
are the most important written documents
related to meetings.
 Discussion questions

i) State TWO problems that might occur if a

meeting consists of just TWO people.
ii) Very large groups create different problems
of behavior. State THREE difficulties that
might occur with a group of more than fifteen
people at the same meeting.
iii) Give FOUR reasons why a group of five to
ten people is the ideal size for problem
solving.