Conduct Effective Meetings

So you know how to get the job done but dread that next meeting? Getting all the role players together, setting up, scheduling, having it all together seems like mission impossible? Think again..

This basic course on How to Conduct Meetings will provide you with all the need to know information from start to end. A practical, step-by-step, hands on approach will guide you to conduct that next meeting in a stream lined effect. Viva to the next project meeting!

Meeting Terminology

Terminology

1. Terminology

Adjourned          Meeting held but cannot be completed – continued later.

Agenda                 List setting out various items of business in the order in which they will   be

Amendment      Proposed alteration to the terms of a motion, constitution etc.

Constitution      Set of rules or principles according to which organizations are controlled.

                                dealt with at a meeting.

                                meeting for it to be validly constituted and able to make binding decisions. 

Minutes               Official record of business transacted at a meeting

Motion                 Proposal submitted to a meeting for consideration if adopted it becomes a

Postponed          Meeting not held at all – but forward to some future date, time and venue.

Proxy                    Person appointed to represent another at a meeting or instrument in writing by which                                     such a person is appointed.

Quorum               A quorum is the minimum number of members which must be present at a

                                resolution.  (A formal proposal put to vote).

Seconder             Any member who lends support to a motion

                                The figure is usually determined by the constitution.

Adjourned means...

 

Adjourned          Meeting held but cannot be completed – continued later.

Agenda                 List setting out various items of business in the order in which they will   be

Amendment      Proposed alteration to the terms of a motion, constitution etc.

Constitution      Set of rules or principles according to which organizations are controlled.

                                dealt with at a meeting.

                                meeting for it to be validly constituted and able to make binding decisions. 

Minutes               Official record of business transacted at a meeting

Motion                 Proposal submitted to a meeting for consideration if adopted it becomes a

Postponed          Meeting not held at all – but forward to some future date, time and venue.

Proxy                    Person appointed to represent another at a meeting or instrument in writing by which                                    such a person is appointed.

Quorum               A quorum is the minimum number of members which must be present at a

                                resolution.  (A formal proposal put to vote).

Seconder             Any member who lends support to a motion

                                The figure is usually determined by the constitution.

  • Meeting held but cannot be completed – continued later
  • Meeting not held at all – but forward to some future date, time and venue
  • Meeting was unssuccesful
  • Meeting was disrupted
Choose one option

Steps to Effective Meetings

Steps for effective meetings

2. Steps to effective meetings

This procedural approach can be applied to plan and conduct effective meetings

There are five steps to effective meetings:

 

  • Planning:  what are the objectives of the meeting?
  • Pre-notification: keep the other attendees informed
  • Preparation: the physical arrangements and the paperwork, such as the agenda
  • Processing:  structure the discussion of each item on the agenda.  Allocate time for the discussion of each item, so that you have a guideline about the length of time the meeting will take.
  • Putting it on record:  the decisions and action points should be summarized afterwards

Normally the secretary or one of the clerks will be responsible for making the arrangements for a meeting, both the physical arrangements as well as arranging all the paperwork.

Conduct effective meetings:

 

Which activity is completed in the Processing Phase?

2. Steps to effective meetings

There are five steps to effective meetings:

  • Plan:  what are the objectives of the meeting?
  • Pre-notify: keep the other attendees informed
  • Prepare: the physical arrangements and the paperwork, such as the agenda, is compiled
  • Processing: Structure the discussion of each item on the agenda.  Allocate time for the discussion of each item, so that you have a guideline about the length of time the meeting will take
  • Putting it on record:  the decisions and action points should be summariz
  • ed afterwards

Normally the secretary or one of the clerks will be responsible for making the arrangements for a meeting, both the physical arrangements as well as arranging all the paperwork.

  • Other attendees are informed
  • Structure the discussion of each item on the agenda. Allocate time for the discussion of each item, so that you have a guideline about the length of time the meeting will take
  • The objectives of the meeting is set
  • The physical arrangements and the paperwork, such as the agenda, is compiled
Choose one correct answer