Conducting Meeting (Unit-5)

Meetings are a way of sharing, within a group of individuals, the same level of
knowledge of a subject or a problem and of making decisions collectively.
Additionally, decisions made collectively, with representatives of the various
entities involved, will be much more easily accepted by all concerned.

The conduct of a meeting refers to all actions to be taken in order to organize and
carry out a meeting in good conditions, allowing for monitoring of its effects.

The process of running an effective meeting includes the

following steps:

Plan the meeting: Plan the meeting in advance. With the plan clear in mind,
the objective of the meeting can be well accomplished. Planning includes-

 Outline the objective of the meeting.

 Decide the attendees/participants of the meeting.
 Plan an agenda for the meeting, i.e., the topics to be discussed, the
sequence in which they will be discussed, in how much detail they will
be discussed, the time given to each agenda topic, etc.
 Plan the starting time of the meeting, plan for the breaks, and also plan
the approximate time by which the meeting should end.

Announce/declare the meeting: After planning the meeting and before

actually beginning the meeting, the participants should be delivered a
message/memorandum to make them aware and ready for the topics to be
discussed in the meeting. Give each participant responsibility for the agenda
 item. Issue the agenda.

Conduct the meeting: Be punctual. Try and arrive before time for the meeting.
The meeting should begin on time. State the objective of the meeting in the very
beginning so that all are clear with the purpose of the meeting. Give a brief
introduction of the members/participants so that all are familiar. Circulate notes
and handouts. Involve all attendees during the discussion. Encourage new ideas
from the participants. Respect their ideas. Ask for a feedback. Make sure that
there are no distractions during the meeting (such as ringing cell phones, or
participants fiddling with pen, or gossiping, etc.). Give a quick review of the
issues discussed in the meeting. Make sure that all the issues are discussed
within the time frame. If time does not permit discussion of all issues, ask the
participants if they are comfortable in discussing those issues in next meeting.
Fix and decide upon the time for the next meeting.

Evaluate the meeting: Assess the meeting after it is conducted. Distribute an

evaluation form to all participants which provides you a feedback on the
effectiveness of the meeting. To get credible and honest feedback, do not give a
space for name of the attendee on the form. Ask questions such as whether the
objectives of the meetings were well met, did it involve participation of all,
which part of the meeting did the attendee found most constructive and which
part of meeting was not significant.

General Rules and Formalities:

For successfully conducting a meeting the following rules and formalities are
to be followed:

Rules:
(1) Order of Business:
The agenda will set out the order of the business. Besides these there are certain
formalities. There is an accepted convention with regard to an order of business
which has to be followed.

The order is like this:

(a) The name of the chairman is formally proposed and seconded and then the
chairman takes the chair.

(b) The secretary reads out the notice at the request of the chairman to confirm the
notice already circulated.

(c) The secretary reads out letters of good wishes by some important personalities
or of apologies for absence, etc., if any.

(d) The minutes of the previous meeting may be read out by the secretary at the
request of the chairman. Any member may raise some objection and ask for
alteration. The secretary will make necessary changes with the consent of the
meeting. The chairman shall now confirm the minutes by signing with date.

(e) The chairman will now raise the matters arising out of the minutes. It means
reports to be placed by the secretary on how far actions have been taken on the
decisions made at the last meeting or taking up any unfinished matter at the last
meeting.

(f) The next step by the chairman will be to take up the new business according to
the agenda, one by one serially. Discussions will take place and resolutions, will be
passed on them.
(g) When all the items in the agenda have been completed, the chairman shall
enquire whether there is any other business to be proposed by any member which
is within the scope of the meeting.

(h) Lastly, a vote of thanks is offered to the chairman by some member.

(i) The chairman declares the meeting as closed.

(2) Adjournment:
A meeting may be adjourned without transacting any business for want of quorum
or at any time after it has been in progress, temporarily or sine die. There are
definite procedures for adjournment.

(3) Passing a Resolution:

There are rules which have to be followed, step by step, to pass a resolution. There
are rules also with regard to voting, either by poll or otherwise. The steps are:
motion, seconding, amendment, if any, voting and finally the resolution.

(4) Speaking at a Meeting:

Rules regarding speaking at a meeting are as follows:
(a) One can speak after taking permission of the chairman,

(b) Only one person shall speak at a time,

(c) When the chairman intends to speak, no other person shall speak.

(d) Generally while speaking one shall rise on his feet. At a Committee or Board
meeting, however, one can speak in a sitting position.

(e) While speaking one shall address the chairman.

(f) The speech shall be relevant and brief.

(g) Once a participant has spoken of a motion, it should not be withdrawn without
the consent of the meeting.

(5) Leaving the Place:

If any participant wants to leave the place of the meeting when the meeting is in
session, he must take permission from the chairman.

Formalities:
There are certain formalities which are honoured at all kinds of meetings. They
are:

(1) Observance of Rules:

All the rules related to meetings must be strictly observed. The validity of a
meeting can be challenged if any rule is violated.

The rules for meetings are of three types:

(a) The rules of the organisation as found in its Bye-laws (in case of any
association, club, public body etc.) or in the Articles of Association (in case of a
company).

(b) The statutory rules as prescribed in some Act, e.g. the Companies Act.

(c) Standing Orders or conventional rules as found in Parliament.

Apart from such rules there are custom and convention. Sometimes rules have to
be framed at the meeting to meet a particular situation. The chairman is
empowered to give his ‘ruling’ on some controversial matter, which shall be
binding on the meeting.
(2) Punctuality:
A meeting must be held punctually at the scheduled time.

(3) Decorum:
Decorum means quiet and civilised behaviour of the participants. It is said that not
only quorum (legally) shall be present but also decorum (morally).

(4) Mutual Respects:

The participants, while speaking, must honour one another’s respect even though
making critical remarks. This is a part of decorum. No filthy or derogatory words
to be used. Such words are called ‘unparliamentarily’, i.e. not mentionable at a
meeting.

(5) Supremacy of the Chairman:

A firm belief that the chairman is the supreme authority at the meeting. His orders
or rulings have to be accepted. No-confidence move against the chairman can,
however, be raised.

Why Meetings May be Ineffective

There are many reasons why meetings are not effective, some of these include:

 The meeting is unnecessary and revolves around discussion of trivial

issues, thus wasting members’ valuable time.

 The meeting lacks a clarity of purpose, i.e., the aims and objectives are not
clearly defined.

 Inappropriate style of leadership, i.e., the chairperson dominates and

closes down or disregards other contributions..
 The chairperson exercises little control and allows one or two members to
dominate the proceedings.

 The meeting is too large thereby limiting the flow of discussion and
preventing all members being able to contribute.

 Decisions emerge that are not truly representative.

 Problems are talked about rather than being talked through.

 Decisions are delayed or not acted upon.

 No clear-cut decisions are made.

 Minutes are inaccurate or seen as being manipulated by the chairperson or

secretary for his/her own purposes.

 The wrong people are present, thus preventing the meeting proceeding
effectively, e.g., those present have to refer back to another person and are
therefore unable to comment effectively.