Guide to Meetings WHAT IS A MEETING? ‘A meeting is the only place a group really exists and takes action as a group, not just

as separate individuals.’ (Schermerhorn, 1989)

The meeting is the forum for the group or team. It can be an efficient way to pool individual expertise, experience, knowledge and ideas. Also, the collective energy that is generated when people meet can foster creative ideas and solutions to problems that individuals could not find alone. Meetings are an established fact in workplaces. As you move up in the company you are likely to spend more and more time in meetings. They are expensive but potentially productive. Most companies hold regular meetings which can be formal or informal. A formal meeting is one that follows the traditional Westminster process. The meeting is controlled by an official chairperson and all business takes place through the chair. In a traditional Westminster meeting each person speaks on a topic once only and there is a strict order of speaking. Meetings that follow this process are usually limited to annual general meetings. TYPES OF MEETINGS There are three types of meetings:

Formal Westminster-type meetings

Informal small group or team meetings

Consensus meetings Formal meetings: AGMs, parliament, shareholder meetings, constitutional meetings – formal meetings are often used when official business needs to be documented and might be called for in legal disputes. Procedure in formal meetings:

Roles are clearly defined

Notices of meeting, agendas and minutes are written in a formal style

The meeting process is clearly organised in a specific way and is always the same

The chairperson controls the meeting and all discussion takes place through the chairperson.

Any official changes or amendments to the constitution or procedures follow a specific pattern

Decisions are decided by vote

Participants usually speak only once about each item on the agenda Informal meetings: site meetings, team meetings, project meetings, student group meetings –most meetings that take place in business now are informal.

Procedure in informal meetings:

Roles of chairing and note-taking are usually present.

These roles can be shared among the group (rotated)

Notices of meeting, agendas and minutes are distributed

Notices, agendas and minutes are not necessarily written in a formal style, but they should still be accurate, complete precise, and grammatically correct

Discussion is not regulated by the facilitator unless conflict occurs

Discussion follows the format of the agenda (course outline p 23)

Decisions can be made through consensus or voting

Participants speak as much as they choose.

Consensus meetings Types of consensus meetings: hui, World Trade Organisation, these can be incorporated into informal meetings. Procedure in consensus meetings

Official roles might not be included

All participants state their views in a structured order that moves around the group

No one is allowed to interrupt or speak out of turn

The discussion continues around the group with each person modifying their views until agreement is reached

Generally in New Zealand, formal meetings (e.g. monthly department meetings, review meetings) are not as rigid as the Westminster but follow the general procedure:

a notice of meeting and agenda is sent to the participants

participants have particular roles (chairperson, secretary)

a process of noting absences and confirming previous minutes is included

the start and end time of the meeting is noted

the chairperson controls the meeting (who indicates who should speak)

formal voting procedures are used

Westminster Meeting Procedure Chairing a meeting 1. Open the meeting

1.1 Chairperson asks secretary for r apologies 1.2 Ratify the minutes of the previous meeting

1.3 Work through the agenda 2. Dealing with a motion- A motion is a proposal/idea formally submitted to a

meeting for discussion Readmore:http://www.businessdictionary.com/definition/motion.html#ixzz395MQGB7y

2.1 Introduce the motion 2.2 Call for a seconder to be the first person to support a proposal put forward by

someone else; Read more: http://www.investorwords.com/11014/second.html#ixzz395N4EsVT

2.3 Call on mover of motion to begin discussion 2.4 Call on seconder to speak 2.5 Allow general discussion Try to have a ‘for’ speaker followed by an ‘against’ speaker. Formally, each

should only speak once, except for mover of motion who has right of reply (see below)

2.6 If no more discussion, call for any AMENDMENTS If no amendments, call for If amendments A right of reply a) Call for a seconder b) General discussion

2.7 Vote on motion *Only on Amendment

a) All those in favour say ‘Aye c) No right of reply b) All those against say ‘No’ d) Vote on amendment e) If passed, new substantive motion f) Now vote on substantive motion 2.8 Declare decision 3 Close the meeting * REMEMBER: 1. Keep order in discussion. 2. They must address the Chair directly. 3. The Secretary should assist the Chairperson.

MEETINGS – Responsibilities and Definitions Chairperson. Opens and closes meeting. Responsible for control and direction of meeting.

All remarks are addressed through the chair. Secretary. Takes notes/minutes of meeting. Notifies others of meeting. Works closely with

the chairperson. Treasurer. In charge of finances. Collects money and deals with it as instructed by meeting.

Supplies financial reports to meeting. Committee. People appointed to attend to any particular business. Members. One of a committee. That is, a person appointed to a

committee. Subcommittee. A small group formed for a special purpose. A matter can be referred to a

nominated group for further study or research. It sometimes reports back, or is given the power to act.

Quorum. Minimum number necessary to make a meeting valid. Agenda. List of items to be considered during a meeting. Minutes. Official record of the action of a group. Considered a legal document. Motion. A formal proposal for consideration. Should be positive, clear and only deal with one

proposition.

Wording. Begins with the word "that".

Moving. Putting the motion forward.

Seconding. A person agrees with a motion, and wishes it to be discussed.

Speaking to the motion. Discussing the motion. Speakers can only speak once to a motion, except the mover.

Amendments. Add to, cut, or vary motion. But it cannot be a direct negative and must be relevant.

Substantive motion. An amendment, if carried, becomes the motion, which is then called a substantive motion.

Resolution. When a motion is carried (passed), it becomes a resolution.

Voting. Methods: voice, show of hands, ballot. A vote is not effective until the result is announced by the chairperson.

Casting vote. If a tie, the chairperson decides. Usually in favour of status quo. Point of order. Called out if there is a breach of rules. Bring to chair’s attention. Standing Orders. Rules for keeping business orderly. Inaugural meeting. Opening ceremony. The first meeting.

Structure 1 Opening 2 Welcome 3 Apologies 4 Minutes of the previous meeting 5 Business arising from the minutes 6 Correspondence - inwards and outwards* 7 Business arising from the correspondence* 8 Financial report* 9 Notice of general business 10 Reports (from subcommittees, etc.)* 11 Notified business* 12 General business 13 Date, time, place of next meeting 14 Close Sequence Either the chairperson, beforehand, or the group, at the meeting itself, will decide

how to allocate priority to topics. Some ways to order the topics are: a In order of importance - starting with the most important. This will avoid the

problems of anxiety and time pressure if important items are left until last. b Rule of thirds

place the quick, short items in the first third of the meeting to allow for late-comers

move to the ‘harder’ important items in the middle third of the meeting, ie items requiring full attendance, more discussion, and alertness

finish with those items requiring discussion rather than decisions and which may be important for a later meeting when further work/investigation has been carried out.

The table below summarises the rule of thirds. Structuring the agenda - rule of thirds

Rule of thirds

First third Middle third Last third Items which are:

quick

short

easy

Items which require:

focus

alertness

energy

full attendance

Items which need:

discussion

follow-up

research

Eg announcements, other information

Eg making decisions Eg developing understanding of complex issues

20 mins 40 mins 60 mins

3. Time allocation Limit each topic on the agenda. It is important to remember that people have an

optimum learning time.

SECRETARY Recording a Meeting Details of what took place at a meeting are recorded in a written account known as the ‘minutes’. This brief and accurate document may include the information shared, the decisions made and actions decided upon. Recording a meeting will avoid the need to rely on people’s memories. Writing minutes of a meeting is a demanding task and requires skill in note-taking, listening and accuracy. At times the task of minute taker is rotated among group members. This shares the responsibility and enhances involvement and understanding of what went on at the meeting. In some organisations, a group member writes up the minutes on a whiteboard (with a printing facility) as the meeting takes place. This record is printed, copied and distributed immediately after the meeting. The Purposes of Minutes 1. Minutes are a source of reference and authority. 2. Minutes help to avoid conflict and save time. Minutes provide a record which reduces the chance of disagreement and repetition. 3. Minutes encourage accountability. Members may think twice about speaking ‘off the top of their head’ or participating in

an obstructive manner when they are aware minutes are being written. Minutes also provide opportunity for someone who does not agree with a decision to note an opposing position.

4. Minutes provide a legal record of proceedings. Format Minutes of a meeting usually contain:

1. The type of meeting e.g. annual, ordinary. 2. The place, date and time of the start. 3. A record of those present, beginning with the chairperson. 4. A record of apologies. 5. Confirmation of the minutes of the previous meeting. 6. A brief statement of correspondence. 7. All decisions arrived at by the meeting and the precise words of all motions and

amendments, together with the names of the movers and seconders. 8. An indication of responsibilities for the next meeting. 9. Full and exact details of any financial decisions. 10. The date of the next meeting. 11. The time the meeting closed.

[adapted from Pinner, D & Pinner, D (1998).Communication skills. Auckland: Longman]

Template: Formal Minute Writing Guide

Role of the Chair 1. Keeping order. 2. Making rulings. Role of the Secretary 1. Preparing and circulating the notice of

meeting. 2. Keeping the meeting minutes including: who

attended, who apologised, the major points in various debates, recording the exact wording of motions and amendments put and lost, election results and any other important aspects of the meeting.

3. Handle correspondence and other records.

Minutes of XYZ Communications held in Staffroom on 1 January 2010 at 9.00 am Present Apologies Minutes of Previous Meeting Matters Arising 1. 2. Correspondence Inwards 1. 2. Outwards 1. 2. Reports General Business 1. 2. Meeting closed Date of next meeting

List all the people present during the meeting. Indicate who was in the chair.

Record the names of those who have apologised for non-attendance.

Apologies are a courtesy but some groups/committees have attendance rules and persistent unexcused absences will result in lapsed membership.

List of correspondence, often in date order of receipt since the last meeting, followed by correspondence sent. Write: Who sent it and give a very brief but clear explanation of its contents.

If a piece of correspondence could lead to a major debate, it can be rescheduled as one of the main items of the agenda (usually in general business).

Record that the inwards were received and the outwards approved.

The minutes of the previous meeting are usually circulated before the meeting to allow people time to read them.

Take any corrections and record that they are accepted by those present as a true and correct record.

Note: The minutes are the official written record of the meeting.

Ongoing business can be dealt with here or carried over to general business.

Those who were delegated to do jobs at the previous meeting should report back.

Notes

Items on the agenda can be rearranged with the

agreement of all those present at the beginning of the

meeting.

Record the exact wording of motions and the mover and seconder. A motion is a proposal for action. Use reported speech. Use white space and consistent indenting. Check for accuracy and then circulate copies to all those in the group.

Record the time the meeting ended and the date, place and time of the next meeting.

New business is introduced here.

Regular reports such as finance, sales, membership.

Important reports should be circulated before the meeting to give people time to respond.