1.5 Meetings

Question 1

Purpose of a meeting

Answer 1

-To discuss and generate ideas
-To review issues and solve problems
-To set targets and strategic objectives
-To make informed, collective decisions
-Team building and motivation

Question 2

Types of meetings

Answer 2

Formal

Informal

Question 3

Formal meeting

Answer 3

-Held for a purpose and a regular intervals eg. Annual General Meeting (AGM)

-Follow rules and regulations. These are set out in a formal document called the constitution

Question 4

Informal meeting

Answer 4

-These can be within departments or even between staff during a break

-These meetings are very flexible as they have no set rules or procedures

-Minutes of the meeting are not always taken and an agenda is not always set

Question 5

Office bearers

Answer 5

-Appointed or reappointed at the AGM
-Nominations are Proposed and seconded
-Elected in accordance with articles of association

Chairperson
-Responsible for keeping order at a meeting and generally taking charge of the meeting

Secretary
-Provides administrative support.

Question 6

Role of the Chairperson
Before the meeting

Answer 6

-Know the organization’s standing orders
-Ensure previous minutes are correct and signed
-Decide the venue

Question 7

Role of the chairperson
During the meeting

Answer 7

-Ensure there is a minimum number of people present (quorum)
-Start and end the meeting on time
-Work through the agenda
-Ensure everyone has the opportunity to be heard
-Provide clarification, manage discussion time and draw conclusions
-Negotiate and resolve disputes-may have to make a casting vote
-Adjourn the meeting formally

Question 8

Role of the chairperson
After the meeting

Answer 8

-Follow up actions as agreed at the meeting and make and after decisions
-Liaise with the secretary regarding the preparation of the draft minutes and the agenda for the next meeting

Question 9

Role of the secretary
Before the meeting

Answer 9

-Book the venue and note in the diary, date, time, place and the nature of the meeting
-Prepare and distribute the notice of meeting and an agenda- make extra copies of the agenda
-Note any apologies for absence
-Create name badges or a seating plan
-Arrange refreshments, visuals, technology, car parking and special requirements
-Notify the media if required
-Ensure reception is aware of the meeting and calls are screened
-Provide stationary, paper, ensure technology is working
-greet people on arrival

Question 10

Role of the secretary
During the meeting

Answer 10

-Read the minutes of the previous meeting
-Assist the chairperson throughout the meeting
-Check all present have signed the register
-Take minutes summarizing all items discussed and note any actions to be taken and by whom

Question 11

Role of the secretary
After the meeting

Answer 11

-Draft an agenda for the next meeting
-Clear the room and leave it tidy
-Draft the minutes for approval
-Distribute the agreed minutes
-Make a note of when next notice of letting and agenda are to be sent out

Question 12

Voting methods

Answer 12

-Show of hands
-Electronic polls
-Stand in a designated spot (division)
-Write answers on paper (ballot)
-Chairman decides if votes are tied (casting vote)

Question 13

Venue selection
Considerations

Answer 13

-Previous reviews
-Budget available
-Image of the venue
-Car parking available
-Number of people attending
-Discounts available
-Distance from transport (eg. Railway station)
-Technology available eg. Projectors and microphones
-Catering facilities for dietary requirements
-Accommodation eg. Is it a hotel in case overnight is required
-Availability for a length of time or for advanced bookings
-Close to entertainment or it provides its own