The Importance and Process of Meetings in Organizations
SERVICING MEETINGS
What is a Meeting?
•
A meeting is the bringing together of
individuals
with
mutual interest
to accomplish
an objective
by discussion
under leadership
•
Meetings are major tools of communication in
the civil service
Reasons for Meetings
-
It is a form of interaction.
- It provides regular opportunity for
officers to exchange ideas, views and
information on a variety of issues.
- It leads to drawing up plans and policies
for effective operation.
- Meetings also provide an avenue for
officers to review performance and
progress, and decide on fresh course of
action.
- Meetings constitute a forum where
issues are deliberated upon, debated and
decisions taken.
- It is also a forum where decisions/policies
already taken are examined, interpreted and
disseminated.
- Meetings yield a chance for face-to-face
interaction to sound one another’s opinion
on controversial issues/programmes that
require collective support to succeed.
How to achieve a successful meeting
4 cardinal points to note
-
There must be an adequate preparation for it
-
There should be a good Chairman
-
There should be a good Secretary
-
Members should be able to participate effectively
Processes involved in servicing
meetings
(1) Pre-meeting preparations
-
Prior to covering meetings, the Secretary meets
with the Chairman of the Committee to outline
the
agenda
of the meeting.
•
Agenda refers to a list of items to be discussed
•
Both the Secretary and Chairman should agree on:
(a) Venue
(b) Date
(c) Time
•
Arrange for security (if necessary)
•
Arrange for public address system (if necessary)
•
Arrange for snacks
•
Send notice of meeting on time
(2) Proceedings of a Meeting
The recorded deliberations in a meeting are
called minutes. Before the commencement of
a meeting, the Secretary
must
ensure that a
quorum is formed.
(3)
Format for Minutes of a Meeting
(i) The Heading –
This reflects the
name
of the Committee for
the meeting,
identification number
,
venue
and
date
of the
meeting
e.g –
MINUTES OF THE 400
TH
MEETING OF THE
COMMITTEE OF DEANS AND DIRECTORS
HELD ON OCTOBER 28, 2019 AT THE C.E.C
(ii) Membership/Attendance
- List of statutory members present
- List of statutory members on apologies
- List of statutory members absent
- List of other persons in attendance
(iii) Adoption of Agenda
(iv) Reading and adoption of minutes of previous
meeting (if any)
(v) Matters arising from the minutes of previous
meeting (if any)
(vi) Deliberations as they appear in the adopted
agenda, sub-head by sub-head
(4) Any other Business (AoB)
(5) Adjournment/Closing
* The rules of 4Cs (Clear, Concise, Complete and
Correct) and ABC (Accuracy, Brevity and Clarity be
adhered to
* Use of designation e.g, “a member said”
rather that “Prof Eze said”
* Record resolutions, not verbatim
* Thorough review of the draft minutes
* Data processing
Requirements for Producing Good
Minutes
* The recorder (Sec.) must familiarize himself with
the subject
* When the meeting is in progress, the recorder
must seat near the Chairman in order to get
the summary on each matter
* Clarify members’ contributions if in doubt
* Be attentive to members’ contributions
* Rapt concentration
* Develop the minutes immediately
Attributes of Good Minutes
-
It must be brief but comprehensive
-
It must be written in simple but standard English
-
Adhere to a particular style of writing – America
or British
-
Presentation of thoughts and events must be clear
Post Meeting Activities
-
Development and Production of Minutes, as contained
in the format of minutes
-
Vetting of the draft minutes by the Chairman (if
necessary)
-
Insertion of the signed minutes by the Chairman and
Secretary in the minutes file
- Circulation of minutes which should be restricted
to those who are authorized to receive it
-
The new trend in circulation is now through e-mail to
ensure confidentiality
-
There should be a follow-up by the Secretary to ensure
that actions are taken as directed
Major Responsibilities of a Good
Secretary
-
Recording, distributing and keeping of minutes
of meetings
-
Organizing venue of meetings
-
Taking minutes of meeting
-
Distributing notice of meetings which should
include the agenda in good time
POSTING MINUTES (mails)
via e-mails
•
Choose your suitable search engine – Yahoo, Google Chrome,
Firefox, etc.
•
Open the mail box from where you wish to send the mail from
•
Click on “Compose”
•
Type in the address(es) of the recipients in the
address box
•
Type in the subject
•
Click on the attachment tool
•
Your File Explorer will open
•
Double click the minute (mail) folder
•
The folder gets attached in the “Compose” Dialogue box
•
Click SEND
THE END
THANK YOU
BY
Dr. Nelson K.N. Obetta
Registry Dept.
08033191939
Meetings play a crucial role in communication and decision-making within organizations. They provide a platform for exchanging ideas, strategizing, reviewing progress, and making important decisions. Successful meetings require adequate preparation, effective leadership, and active participation from all members. The process of servicing meetings involves pre-meeting preparations, setting agendas, ensuring quorum, and recording minutes. By understanding the significance of meetings and following proper procedures, organizations can enhance communication, collaboration, and productivity.
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Presentation Transcript
What is a Meeting? A meeting is the bringing together of individuals with mutual interest to accomplish an objective by discussion under leadership Meetings are major tools of communication in the civil service
Reasons for Meetings - It is a form of interaction. - It provides regular opportunity for officers to exchange ideas, views and information on a variety of issues. - It leads to drawing up plans and policies for effective operation. - Meetings also provide an avenue for officers to review performance and progress, and decide on fresh course of action.
- Meetings constitute a forum where issues are deliberated upon, debated and decisions taken. - It is also a forum where decisions/policies already taken are examined, interpreted and disseminated. - Meetings yield a chance for face-to-face interaction to sound one another s opinion on controversial issues/programmes that require collective support to succeed.
How to achieve a successful meeting 4 cardinal points to note - There must be an adequate preparation for it - There should be a good Chairman - There should be a good Secretary - Members should be able to participate effectively
Processes involved in servicing meetings (1) Pre-meeting preparations - Prior to covering meetings, the Secretary meets with the Chairman of the Committee to outline the agenda of the meeting. Agenda refers to a list of items to be discussed
Both the Secretary and Chairman should agree on: (a) Venue (b) Date (c) Time Arrange for security (if necessary) Arrange for public address system (if necessary) Arrange for snacks Send notice of meeting on time (2) Proceedings of a Meeting The recorded deliberations in a meeting are called minutes. Before the commencement of a meeting, the Secretary must ensure that a quorum is formed.
(3) Format for Minutes of a Meeting (i) The Heading This reflects the name of the Committee for the meeting, identification number, venue and date of the meeting e.g MINUTES OF THE 400THMEETING OF THE COMMITTEE OF DEANS AND DIRECTORS HELD ON OCTOBER 28, 2019 AT THE C.E.C (ii) Membership/Attendance - List of statutory members present - List of statutory members on apologies - List of statutory members absent - List of other persons in attendance
(iii) Adoption of Agenda (iv) Reading and adoption of minutes of previous meeting (if any) (v) Matters arising from the minutes of previous meeting (if any) (vi) Deliberations as they appear in the adopted agenda, sub-head by sub-head (4) Any other Business (AoB) (5) Adjournment/Closing
Requirements for Producing Good Minutes * The recorder (Sec.) must familiarize himself with the subject * When the meeting is in progress, the recorder must seat near the Chairman in order to get the summary on each matter * Clarify members contributions if in doubt * Be attentive to members contributions * Rapt concentration * Develop the minutes immediately
Attributes of Good Minutes - It must be brief but comprehensive - It must be written in simple but standard English - Adhere to a particular style of writing America or British - Presentation of thoughts and events must be clear
Post Meeting Activities - Development and Production of Minutes, as contained in the format of minutes - Vetting of the draft minutes by the Chairman (if necessary) - Insertion of the signed minutes by the Chairman and Secretary in the minutes file - Circulation of minutes which should be restricted to those who are authorized to receive it - The new trend in circulation is now through e-mail to ensure confidentiality - There should be a follow-up by the Secretary to ensure that actions are taken as directed
Major Responsibilities of a Good Secretary - Recording, distributing and keeping of minutes of meetings - Organizing venue of meetings - Taking minutes of meeting - Distributing notice of meetings which should include the agenda in good time
POSTING MINUTES (mails) via e-mails Choose your suitable search engine Yahoo, Google Chrome, Firefox, etc. Open the mail box from where you wish to send the mail from Click on Compose Type in the address(es) of the recipients in the address box Type in the subject Click on the attachment tool Your File Explorer will open Double click the minute (mail) folder The folder gets attached in the Compose Dialogue box Click SEND
THE END THANK YOU BY Dr. Nelson K.N. Obetta Registry Dept. 08033191939
