Catalog

Introduction............................................................................................................. 2

Objective of meeting................................................................................................3

Preparation of meeting............................................................................................4

Meaning of conducting a meeting............................................................................5

The main benefits of conducting meetings..............................................................5

How to conduct a successful meeting......................................................................6

The Role of the Chairperson.....................................................................................7

Minutes of meeting..................................................................................................8

Content of minutes in meeting................................................................................9

The role minutes of secretary................................................................................10

Conclusion..............................................................................................................11

Reference...............................................................................................................12

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In this paper, we will explore the significance of meetings in different aspects of life and how
they contribute to effective communication and collaboration. We will discuss the various types
of meetings, their purpose, and the essential elements that make them successful. Additionally,
we will examine the challenges and opportunities associated with meetings in the modern era,
including the impact of technology on virtual meetings and the evolving dynamics of in-person
gatherings.

Meetings are an integral part of the professional environment, serving as a platform for
exchanging ideas, making decisions, and aligning team members towards a common objective.
In the workplace, meetings can range from informal brainstorming sessions to formal
presentations and strategic planning discussions. They provide an opportunity for employees to
voice their opinions, seek clarification on tasks, and receive feedback on their work. Moreover,
meetings are essential for fostering a sense of belonging and camaraderie among colleagues,
which contributes to a positive work culture and overall productivity.

In addition to the workplace, meetings are also prevalent in community organizations and
educational institutions. Non-profit organizations, volunteer groups, and clubs often rely on
regular meetings to coordinate activities, allocate resources, and engage members in
meaningful discussions. Similarly, schools and universities use meetings as a means of
facilitating student-teacher interactions, addressing academic concerns, and promoting
extracurricular involvement. These meetings serve as a platform for nurturing leadership skills,
fostering teamwork, and promoting a sense of community among participants.

Furthermore, meetings play a crucial role in social gatherings and personal relationships. Family
gatherings, social events, and group outings are all forms of meetings that allow individuals to
connect, celebrate milestones, and share experiences. These informal gatherings contribute to
the bonding and strengthening of personal relationships, creating lasting memories and
fostering a sense of belonging within a social circle.

As technology continues to advance, the nature of meetings has also evolved. Virtual meetings
have become increasingly common, allowing individuals to connect remotely through video
conferencing platforms and collaborative tools. This shift has enabled greater flexibility in
scheduling meetings and has expanded opportunities for global collaboration. However, virtual
meetings also present challenges such as technological barriers, communication limitations,
and potential distractions. As a result, it is essential to adapt meeting strategies to effectively
navigate the virtual landscape and ensure meaningful engagement among participants.

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Meetings are very important in an institution. Meetings can have many objectives. Below we
will see some of these objectives.

1. Enhance Communication Channels: Meetings can aim to establish clear and efficient
communication channels that promote effective flow of information within and between
employees. This involves assessing the current communication methods and tools, identifying
existing gaps, and implementing comprehensive solutions.

2. Increase Employee Engagement: To engage employees at every level, empowering them to

actively contribute to the growth and success of the organization. By fostering a culture of
involvement and recognition, we can enhance job satisfaction and commitment.

3. Strengthen Team Dynamics: Emphasizing the importance of cohesive teamwork,is to

enhance team dynamics. We will address any existing challenges in collaboration, coordination,
and conflict resolution to create a harmonious work environment. By promoting teamwork and
providing the necessary tools and resources, we can improve overall efficiency, quality of work,
and employee morale.

4. Develop Leadership Communication Skills: Acknowledging the vital role of leaders in

creating a positive work culture, most of the time managers aim to enhance their
communication skills and abilities. Through targeted development meetings, they will provide
their leaders with the necessary training to effectively communicate goals, expectations, and
feedback.

5. Measure and Evaluate Progress:To ensure the success of our initiatives, we will implement a
robust measurement and evaluation framework. This will include regular feedback surveys,
performance indicators, and qualitative assessments to gauge the effectiveness of our
strategies. By tracking progress, we can make necessary adjustments, identify areas of
improvement, and continuously enhance our employee engagement and communication
efforts.

6. Improve Project Planning and Execution: Meetings seek to improve the efficiency and
effectiveness of project planning and execution.Leaders aim to identify and address any
bottlenecks or delays in project timelines. By implementing robust project management
methodologies and tools, they can streamline processes, allocate resources effectively.

7. Enhance Cross-Functional Collaboration: To achieve successful project outcomes, it is crucial

to facilitate seamless collaboration between different departments and teams. A meeting can

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aim to promote cross-functional collaboration by implementing the appropriate communication
platforms and fostering a culture of knowledge sharing and cooperation.

8. Evaluate and Adjust Project Performance: To continuously improve project execution, it is

essential to establish a system for evaluating project performance and making necessary
adjustments. Our objective can be is to implementing regular project reviews and performance
assessments to identify areas of strength and areas needing improvement.

There is a great deal of literature about how to conduct meetings, but a much neglected and
very important part of good meetings is the preparation that goes into them

1:WHO DO I INVITE ? Who you ask to attend your meeting depends highly on the meeting’s
purpose and the desired outcome(s). The general practice is to invite stakeholders to a meeting.
This includes anyone who is: Responsible for a final decision Going to implement (or provide
information to others about) the outcome of, or decisions made in the meeting Likely to react
to decisions or outcomes strongly with unmet needs; or who may have a unique background or
perspective to offer that may affect your decisions or outcome(s). Otherwise going to be
affected by the outcome of the decision

2: BEFORE THE MEETING . . . PREPARE! Define objectives: What is the purpose of the meeting?
What are desired outcomes? Create Agenda: Develop an agenda aimed at meeting objectives
and needs of participants. Print a copy of the agenda for all participants, or post it on a flip
chart / white board for all participants to see. Confirm Meeting Location/Space: Confirm that
the space will accommodate meeting participants in comfort, and with minimal distraction.
Inform Participants: Send time, date, location information and proposed agenda to meeting
participants. Prepare Materials: If needed, prepare handouts, refreshments, chairs, and other
needed materials.

3: DURING THE MEETING . . . FACILITATE TO ANTICIPATE AND MEET MUTUAL NEEDS. Start and
End on Time: Respect people’s time and other commitments with punctuality Ceremony:
Include an opening and closing that helps people transition Welcoming: Name tags, names,
introductions, etc. to serve needs for belonging and warmth Assign roles: A facilitator, A
timekeeper, a note-taker, etc Focus: Hep keep group focused on agenda terms, or if choose to
veer then set a time frame Connection: Facilitate for connection, helping people understand
each other’s needs Humor: Connect with people in a way that encourages play and humor!
Rest: Notice when the group might need a short break for fresh air or chatting Application:
Clarify, summarize, assign, etc. to highlight action steps resulting in discussions Planning: Plan
for the time, place, topic, facilitator, etc. of the next meeting Evaluation: Invite feedback of
needs met/not met in meeting for celebration/mourning/growth

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4: AFTER THE MEETING . . . FOLLOW THROUGH. . Reflection/Learning:Self-reflect on how
meeting went, including information from the group’s evaluation, and identify learning for next
time .Celebration: Celebrate needs that were met. While this might have happened already,
chances are you could do more. . Transcribe Decisions and Actions: Write up (or ask somebody
else to write up) the notes in terms of outcomes and actions (including who agreed to do what
by what date). .Distribute Meeting Notes: Send a copy of the notes to all who were present,
and those who missed the meetings. Include a reminder about the next meeting. Questions,
Sharing Concerns and/or Requests for Support .

The word conduct means to guide, to lead, to direct, to escort, to convey, etc. A meeting has to
be conducted. It means that the participants in a meeting have to be guided or directed in such
a way that they can hold the discussions peacefully, each getting the opportunity to express his
opinion, and decisions are arrived at democratically through free voting and at the same time
all the formalities are being observed so that the meeting becomes valid.

There is a range of benefits to meetings, with a good meeting inviting the following valuable
positives:

1,Increased communication: Meetings invite all of your team to one location, allowing all
attendees to communicate and share ideas. In addition, a meeting can enable individuals to
communicate directly with the entire team in one room or one video call.

2,Inclusion : When working in a team, especially if the group is particularly large, employees
can often feel lost in the fray or isolated from their colleagues. Especially in the modern era of
working from home, remote work, and freelance contracting, your team may struggle to get to
know each other.

3,Problem solving is ideal in a successful meeting: Another significant benefit to business

meetings is that they provide a forum to work collectively on problems that are frustrating an
individual or a whole team. This is especially the case in standing meetings, also known as
scrum meetings, where people can present their roadblocks to the group and ask for help.

The process of running an effective meeting includes the following 7 steps:

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1, Clarify Aim/Purpose – It is very important, at the beginning of the meeting, to clarify and
agree the purpose of the meeting. This promotes focus and clarity in the event of conversation
drift, or if members feel lost in the process. There is also an opportunity here for introductions
(new members/guest presenters) and for group members to highlight their reason for
attendance.

2, Assign Roles – There are 4 roles to be assigned:

 Leader – The team leader role is not intended to be a power position, but rather a
functional one. The leader can be the person who called the meeting, or can ask for a
volunteer to lead the meeting.

 Recorder – The recorder role is crucial to ensure that key ideas, themes and actions are
recorded for all to see. Recording on flip charts around the meeting room is encouraged.
This means the notes are there for people to see and review before they add their
thoughts.

 Timekeeper – The timekeeper keeps everyone on track with agreed timings for each
agenda item, whilst also making appropriate contributions to any discussion.

 Facilitator – As much as possible the group should identify someone with accomplished
facilitation skills for this role. The role of facilitator can be challenging and may not be
required for every group situation.

3,Review Agenda and Times – This should be a quick review of proposed agenda items and
clarification of late agenda submissions. Best practice would be to ensure that all group
members have an opportunity to contribute and agree agenda items beforehand.

4,Work through Agenda – The majority of the meeting should be devoted to working through
agenda items. Steps 1 -3 and 5 -7 should take no longer than 5 minutes each, enabling an
efficient, productive discussion focused on the agenda items.

5,Review meeting record – When the agenda items have been discussed, the leader should
take the opportunity to quickly review what has been accomplished, the key actions and
responsibility for follow-up.

6, Plan Next Steps and Next Agenda – Based on what has been accomplished, the leader
should ask the group to determine what the agenda items should be for the next meeting.

7, Evaluate – This final step supports the group to stay on track and improve future meetings.
There are 3 steps to evaluation. Each group member should allocate a score ranging from 0

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(worst meeting ever) to 10 (effective and efficient meeting where expectations were surpassed
and progress was made).

In a more formal meeting, the chairperson will outline the purpose of the meeting and remind
members why they are there. In such a meeting there is little need to refer to this procedure as
this is implicit in the established etiquette, namely:

 The chair controls the meeting.

 All remarks are addressed through the chair.

 Members do not interrupt each other.

 Members aim to reach a consensus.

 A vote is taken if consensus is not reached.

When discussion is underway, it is the chairperson's responsibility to ensure that it continues to

flow smoothly by involving all members present and by not permitting one or two people to
dominate the meeting.

The chairperson should pace the meeting, ensuring it runs to time. If the planning has been
properly executed, this should not prove to be a problem. At the end of a meeting, the
chairperson should remind members what they have achieved and thank them for their
contributions.

Many factors can undermine the success of a business meeting, so here are Five common
causes of ineffective meetings. These are;

 Vital meeting participants aren't in attendance

 Participants arrive unprepared for the meeting

 The meeting is unfocused and directionless resulting in wasted time

 Distractions, interruptions and off-topic conversations cause lost time

 Insufficient meeting follow-up results in inactivity and lack of progress

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Minutes of meeting (also referred to as meeting minutes or simply minutes) are a written
record or documentation of the proceedings, discussions, decisions, and actions taken during a
meeting. They serve as an official record of what was discussed and agreed upon during the
meeting, capturing key points, decisions, action items, and any relevant details or information
shared. Minutes of meeting are typically prepared by a designated individual (such as a
secretary or a note-taker) and circulated to the participants and other relevant stakeholders
after the meeting. They are used as a reference and to ensure accountability, provide clarity,
and serve as a basis for follow-up actions.

1.1 Formal of minutes in meeting

The format of minutes in a meeting is important as it serves several purposes: Documentation:

Minutes provide a written record of what occurred during a meeting, including the decisions
made, actions to be taken, and discussions held. They document the important points and
provide a reference for future meetings or as evidence in case of disputes or legal issues.

Minutes help to communicate the outcomes and key information from a meeting to those who
were unable to attend. They allow team members and stakeholders to stay informed about the
progress and decision-making within the organization.

#Accountability: By recording who said what and what decisions were made, minutes ensure
accountability. They establish a clear record of who is responsible for taking specific actions or
following up on specific issues discussed during the meeting.

# Minutes promote transparency by providing an unbiased account of the discussions and

decisions made. They ensure that everyone involved has access to the same information and
reduces the chances of miscommunication or misunderstandings.

The formal of minutes in a meeting typically includes the following components:

1. Heading: The heading of the minutes includes the name of the organization or group, the
title 'Minutes of Meeting' or 'Minutes', the date, time, and location of the meeting.

2. Attendance: The minutes should list the names of all attendees, including members, guests,
and any individuals who joined remotely.

3. Approval of Previous Minutes: If applicable, the minutes should note whether the previous
meeting's minutes were approved or any modifications made.

4. Agenda Review: The minutes should provide a brief overview of the agenda items that were
discussed during the meeting.

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5. Discussion and Decisions: This section includes a summary of the key points discussed, ideas
exchanged, and decisions made during the meeting. The minutes should highlight any actions
that need to be taken, deadlines, and responsible individuals.

6. Motions and Voting Results: If formal motions were made during the meeting, the minutes
should document who made the motion, who seconded it, and the outcome of the vote.

7. Next Meeting Date and Time: The minutes should state the date, time, and location of the
next scheduled meeting.

8. Adjournment: The minutes should note the time when the meeting officially ended.

9. Signature and Distribution: The minutes should be signed and dated by the person
designated as the official recorder of the minutes. They should also indicate how the minutes
will be distributed to the meeting participants.

# It is important to note that the level of formality and the specific format may vary depending
on the organization's guidelines or any legal requirements.

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The contents of minutes in a meeting typically include:

1. Meeting details: Date, time, and location of the meeting.

2. Attendance: List of attendees, including those present and those absent.

3. Approval of minutes: Review and approval of the minutes from the previous meeting, if
applicable.

4. Agenda: An overview of the topics discussed or to be discussed during the meeting.

5. Action items: Detailed recording of the decisions made and tasks assigned during the
meeting, including who is responsible for each action item and the deadlines.

6. Discussion and deliberations: A summary of the discussions, opinions, and arguments put
forward during the meeting.

7. Reports: Any reports or updates presented by individuals or teams during the meeting.

8. Resolutions: Any formal resolutions or decisions that were adopted during the meeting.

9. Follow-up: Any matters that need to be addressed after the meeting, such as future
meetings, additional research, or next steps.

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10. Any other relevant information: Additional information, announcements, or important
points discussed during the meeting.

These are common components, but the precise content may vary depending on the purpose
and structure of the meeting.

The minutes secretary plays a crucial role in ensuring that the meeting is well-documented and
that important decisions and actions are accurately recorded. One of their main responsibilities
is to take detailed notes during the meeting, capturing all discussions, decisions, and action
items. These notes will serve as the official record of the meeting and will be used for reference
in the future.

In addition to taking notes, the minutes secretary is also responsible for preparing and
distributing the minutes after the meeting. This involves organizing and summarizing the
information gathered during the meeting into a clear and concise document that accurately
reflects what took place. The minutes secretary must ensure that all important points are
included and that any follow-up actions are clearly outlined.

Another important role of the minutes secretary is to keep track of time during the meeting.
They may be responsible for keeping track of how much time is allocated to each agenda item,
ensuring that discussions stay on track and that all agenda items are addressed within the
allotted time frame.

Finally, the minutes secretary may also play a role in coordinating follow-up actions after the
meeting. This could involve sending out reminders to attendees about their action items or
following up with individuals to ensure that tasks are being completed in a timely manner.
Overall, the minutes secretary plays a vital role in ensuring that meetings are productive and
well-documented.

In conclusion, the success of a meeting is heavily dependent on the clarity and relevance of its
objective, as well as the level of preparation put into it. A well-defined objective ensures that all
participants are aligned and focused on achieving the intended outcomes. Adequate

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preparations, such as setting an agenda and inviting participants, help to ensure that the
meeting runs smoothly and efficiently. The role of the chairperson in managing the meeting is
also critical in achieving its objectives. By paying attention to these factors, meetings can be
productive and contribute significantly to achieving organizational goals.The success of a
meeting not only depends on adequate preparation but also on the roles played by the
chairperson and minute secretary. The chairperson plays a critical role in conducting the
meeting, ensuring that all participants are engaged, and that the agenda is followed. They
should also manage any conflicts that may arise and ensure that decisions are made based on
consensus. On the other hand, the minute secretary is responsible for capturing all formal and
content aspects of the meeting, including decisions made, action items assigned, and any other
important details. They play a crucial role in ensuring that the meeting's outcomes are
documented accurately for future reference. Therefore, it is essential to have a skilled
chairperson and minute secretary to ensure that meetings are productive and achieve their
intended goals.

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Reference

Reference Books:
1. "Effective Business Communication: A Practical Guide" by Herta A. Murphy and Herbert W.
Hildebrandt

2. "How to Take Minutes at Meetings: The Quickie Guide" by Clare Forrest

3. "The Essential Guide to Meeting Minutes" by The Editors of Sound view Executive Book
Summaries

Websites:
1. MeetingWizard (WWW.meetingwizard.com)

2. MinuteBase (WWW.minutebase.com)

3. Wrike Blog - "How to Take Meeting Minutes: Templates and Tips"

(WWW.wrike.com/blog/how-to-take-meeting-minutes-templates-and-tips/)

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