OFFICE ADMINISTRATION
SECTION 6: MEETINGS
Objective 1: Define terms associated with business meetings
Meetings provide a forum for communicating with, or between, a numbers of people. The number of
people attending may be anything between two and several hundred. What differentiates a meeting
from casual communication is that, a meeting:
Is structured – there is an agenda of specific topics for discussion
Has objectives – is designed to achieve a specific outcome, such as plan of action for someone
or something
Is planned in advance – has a venue and time published, and participants are allowed time to
prepare what they will say or do at the meeting
Meetings therefore serve to:
Formalize decision making process in a business
Bring various individuals within the organization together to ‘have their say’ about an issue or a
number of issues
Help to foster a spirit of cooperation and teamwork in an organization
Terms associated with meeting
A) Ad hoc – a meeting convened suddenly for one specific purpose
B) Verbatim – word for word recording of the items discussed in a meeting or using the exact
words as a direct quotation from a source
C) Quorum – the minimum number of people required to be in attendance at a meeting so that the
meeting can start
D) Casting vote – the vote cast by the chairperson of a meeting to break the tie when there is equal
votes for or against an item under discussion
E) Adjourn – stopping a meeting that is in progress
F) Postpone – the decision to put off a meeting to a future date
G) Cancel –
H) Proposal –
I) Agenda – a list showing the order in which terms will be discussed at the meeting
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J) Chairperson – the person who presides over and control the meeting.
K) Ex- officio – a person who is not a member of the particular committee that is meeting, but is
invited to attend because they have a special contribution to make or because they hold a
particular position in the organization
L) Motion – a formal step to introduce a matter for consideration by the group that is meeting
M) Seconder – a person who supports a motion proposed by another person
N) Ratify – to approve or express consent at a meeting, regarding a motion that has been proposed
O) Rescind – to annul, revoke or cancel a decision previously ratified by a meeting
P) Resolution – a motion that is passed at a meeting by a majority vote
Objective 2: Prepare documents associated with meetings
Preparation of various documents used at meetings
A) Notice – a notice of a meeting is a document prepared by the secretary of an organization
inviting members to a meeting. It contains the following information:
Name of the organization
Type of meeting
Name of the body convening the meeting
Venue, date and time
The purpose of the meeting
Secretary signature
Date of the notice
Perseverance Cultural Club
Notice of general meeting
Notice is hereby given that a general meeting of Perseverance Cultural Club will be held at
the Community Center on Friday, 25 January 2014 at 13:00 hours to discuss the business set
out in the attached addenda.
Yours sincerely
Wendy Cox
Secretary
12 January 2014
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B) Agendas – an agenda is a list of items in the order in which they are to be discussed at a
meeting. It is prepared by the secretary and circulated long before the meeting so that members
may study the items to be discussed
Perseverance Cultural Club
A meeting of the executive committee to be held at the Community Center on Friday, 25 January
2014 at 13:00 hours.
Agenda
1. Call to order and call attendance register
2. Apologies for absence
3. Minutes of the last meeting
4. Matters arising from the last meeting
5. Correspondence
6. Sports day
7. Subscriptions
8. Any other business
9. Date of next meeting
10. Termination / adjournment of next meeting
Wendy Cox
Secretary
C) Minutes of the last meeting – this contains things that were discussed at the previous meeting.
It is read during the meeting to see if there is any matters arising out of it that staff would like to
discuss
D) Proxy form – when a person is unable to attend a meeting that person is allowed to authorize
another person to vote on his/her behalf. The person acting on behalf of the other person is
called a proxy. A proxy is also the name of the form on which a person who is unable to attend a
meeting indicates his/her voting preference
Objective 3: Discuss the roles of personnel associated with meetings
Roles and functions of personnel associated with meetings
Chair/ chairperson – the person who presides over the meeting and ensure that the meeting is
conducted in accordance with the regulations set down by the company
Secretary – the person who is responsible for making arrangements for a meeting, assisting the
chairperson during the meeting and preparing the minutes of the meeting
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Treasurer – the person who is responsible for the funds and for financial records of an
organization
Proxy – a person authorized to attend a meeting and vote for a member who cannot attend
Ex-officio – a person who is invited to become a member of a committee by virtue of his/her
office or status but have no voting rights
Proposer – the person who puts forward a motion at a meeting
Objective 4: List the various types of meetings
Types of meetings
There are two main types of meetings, namely:
1) Formal meetings - a formal meeting is one that is convened according to regulations and
conducted according to committee procedures or standing orders. Minutes must be prepared of
the proceedings of the meeting as a record of what took place
2) Informal meetings – an informal meeting is one that is convened at short notice orally or by an
informal written notice. It is conducted in an informal manner.
Types of formal meetings
1) General meeting – a meeting held at regular intervals according to the regulations of the
organization so that the committee may report to members on its activities
2) Extraordinary general meeting – a meeting held when the need arises, to discuss with members
any special business. Fourteen days’ notice must be given to members informing them of the
place, date and time of the meeting and of any resolutions put forward
3) Committee meeting – a meeting held periodically so that committee members may discuss
specific business for the organization and give advice or make recommendations to
management
4) Board meeting – a meeting held as and when the need arises so that members of the board of
directors may discuss any business of the organization
5) Annual general meeting (AGM) – a meeting held once a year so that officers can present annual
reports and financial statements to members. Members may elect or re-elect officers, directors
and the committee, approve the remuneration of officers and decide on future plans
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6) Statutory meeting – the first meeting of a company held in accordance with the law, no sooner
than one month or later than three months after a company is entitled to start business in order
to inform shareholders about the position and prospects of the company
Types of informal meetings
1) Departmental meeting – a meeting held by any department of an organization when the need
arises so that members of the department may discuss matters concerning the departments.
They are designed to discuss ongoing issues within the department or organization, i.e.
day-to-day affairs
These meetings are held for the benefit of staff to inform them of developments , the
way forward, concerns of management etc
It is also a forum for staff to express their feelings and opinions on company policy,
procedures and activities
2) Emergency meetings – a meeting held at very short notice to discuss very urgent matters with
members
3) Staff meeting – a meeting held by management or principal when the need arises to discuss
with members of staff matters concerning the organization and or its members
Objective 5: Organize different types of meetings
Importance of meetings
Discuss the affairs of the organization
Identify goals
Obtain immediate reaction and feedback from others
Ensure objectives are achieved
Purposes of meetings
Discuss matters concerning members and their organization
Exchange information and views for planning
Consult with members before arriving at a decision
Plan and reach agreement on actions to be taken
Instruct or brief members on a situation
Make progress reports on any action previously decided on
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Report faults, weaknesses, problems and matters affecting members
Set priorities and assign duties
Make recommendations
Submit annual report to members
Requirements before, during and after meetings
a) Supplies required for meetings
Attendance register or sheet
Stationery
Extra copies of the agenda
Minutes of the previous meeting
File of correspondence
Standing orders
Copies of motions submitted by members
Proxy instruments
Any supporting papers and documents
b) Equipment required for meetings
Microphone and PA system
Overhead projector
Computer with appropriate software
Monitor
c) Meeting protocol, for example, seating arrangements
Appropriate consideration must be given to status of each officer in the seating
arrangements and during the introduction. The general manager, who is the highest in
authority in the organization, has priority over other managers and elected or appointed
officers during a board meeting. The usual person to occupy the head table are the:
Chairperson of the meeting
General manager
Board member
An invited personnel
Recording secretary
Treasurer
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d) Robert’s Rule of Order governing meetings
Meetings are conducted according to ‘Robert’s Rules of Order Newly Revised’, which is a manual
with rules for conducting meetings in a civilized and orderly manner. The manual contains rules
to guide a chairperson in maintaining order during a meeting and also to guide members on how
they should participate in a meeting. Robert’s Rules is also known as parliamentary procedure or
rule of order, which is used for the conduct of parliament and meetings
Objective 6: Discuss basic legal requirements of Annual General Meetings
Knowledge of the following Acts and term
a) Company’s Act of relevant country – the Companies Act of a country sets out guidelines for the
formation, registration and management of legal companies. It allows for the establishment and
registration of several types of companies, two of which are:
Private limited companies – companies set up by private individuals, for example, sole
traders, partnerships etc
Public limited companies – may be ordinary members of the public who have bought
shares in the company when the company announced that it wants to sell itself to the
public at large.
A share – is a measurable unit of a public limited company
Setting up a company – the rules for setting up companies are described in the
Companies Act of the country in which the business is established
b) Management structure of companies – the management structure of a company will depend on
the type of business. Usually there is a board of directors who run the affairs of the company.
After a company has been registered, the necessary documents are prepared by a solicitor. The
documents which a company must have are:
1) Memorandum of Association – this is the primary document of a company governing
the external relationship between the company and the public. It states:
The registered name of the company with the word or abbreviation ‘Limited, Ltd or
Inc or Plc
The registered address that is the location f the registered office
The aims and objectives of the company
A clause that the company is a limited liability company
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The name and addresses of the subscribers
The amount of share capital and the ratios into which it is divided
2) Articles of Association or Incorporation – a set of rules outlining how the company is to
be run, i.e. the holding of shareholders’ and directors’ meetings, the right of
shareholders to vote at the AGM and the amount of authority given to the board of
directors. It contains details of:
Types of shares, e.g. preference shares and ordinary shares – in relation to how
the profits are shared, the method of payment of dividends and the rights of
each type of shareholder to vote
Restriction on the transfer of shares and the issue of new shares so that control
will remain with the existing shareholders
The appointment and conduct of the board of directors
The Articles of Incorporation is referred to as the by-laws of a company. It governs the internal
affairs of a company.
c) Management of companies – a company is managed by a board of directors as set out in the
articles of association or incorporation
d) Officers – are the members of the board of directors. They are the people appointed to manage
and run the company so that its aims and objectives are achieved
e) Shareholders or subscribers – these are other organizations or members of the public who have
purchased shares in a company
f) Register of shareholders – this is a record of information on shareholders
g) Corporate records – these are the records kept by a company. They include:
Memorandum of Association
Articles of Association or Incorporation
Register of shareholders
Minutes of meetings
Share dividend record
Annual reports
Financial statements
Tax records
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h) Meeting of proxies – shareholders who are unable to attend an AGM are able to send their
votes on issues on the agenda by proxy
Objective 7: Outline the follow-up procedures related to decisions made at meetings
Importance of meetings
To provide full records of points raised and matters discussed
To determine whether goals were achieved
To state what actions have been taken and by whom they were carried out
To state what actions should be taken and by whom
To provide verbatim records of motions (resolutions)
To use fro future reference or historical purposes
To establish efforts of members
To determine those who were present at a meeting
Follow-up procedures related to decisions
A) Filing and indexing of minutes – minutes are usually filed in reverse chronological order by the
date of the meeting. Sometimes it is difficult to find a particular piece of information from
minutes. Indexing of minutes allows quick access to information in minutes. An alphabetical
index is prepared. The different subjects recorded in the minutes are written on index cards that
are arranged in alphabetical order and cross-referenced according to the date of the meeting. A
subject is any piece of information that might be the object of a search in the minutes.
B) Acting on decisions taken at the meeting
C) Circulation of action sheets – the secretary prepares action sheets and forwards them to
persons who have agreed to undertake certain tasks and to remind them of the deadline
D) Circulation of minutes – minutes and action sheets where applicable, are presented to the
chairperson for approval before copies are sent out to all those who attended, additional
interested parties, and absentees from the meeting. One copy is also indexed and file for future
reference
Reasons for circulating minutes ahead of the next meeting
To acquaint members who were absent with what transpired at the previous meeting
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To act as a reminder to members who were present of what transpired at the previous meeting
To save time in reading the minutes at the next meeting
To enable members to determine in advance whether there are any corrections to and/or
omissions in the minutes
To enable members to prepare points on any matter arising out of the minutes
Twenty-one days/fourteen days/seven days before the day of the meeting
To prepare the notice and agenda of the meeting
To distribute notice and agenda on time to participants and where necessary, to publish them
To prepare the agenda for the chairman and her/himself
To book and reserve in advance a suitable room with adequate furniture and equipment
To liaise with external persons concerning refreshments and the supply of furniture
To inform the press if it is a public meeting
To prepare a meeting folder with all the necessary documents
To inform security and or receptionist so that directions can be given to participants
To make arrangements for parking
On the day of the meeting
To post direction signs at convenient locations and a Meeting in Progress sign outside the door
of the meeting room
To open and ventilate the room early
To check that the fan or air conditioning unit is working and leave it on
To arrange seating and paper for writing
To place the meetings folder on the table at the front
To supply drinking water and glasses
To check the equipment to be used to ensure they are working and place them in the room
To be available to welcome participants and ensure that they sign the attendance register or
sheet
During the meeting
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To read letters of apology
To read minutes of the previous meeting if they were not distributed to participants
To make any corrections to the minutes as raised by participants
To ask the chairperson to sign minutes after they have been accepted as distributed or read or
as corrected
To provide the chairperson with any information required from documents in the meeting folder
To advise the chairperson on any points likely to arise during discussion
To read any correspondence received
To explain any points raised on papers at the meeting
To record details of the points raised and of the discussions and decisions for writing the
minutes
Immediately after the meeting
To offer refreshments to the participants (if any provision was made for them)
To rearrange the room in its original state
To return everything that was taken into the room
Day after the meeting
To remove the necessary documents from the meetings folder and file them
To draft the minutes and have them approved by the chairperson
To type the approved minutes and make copies for distribution to the participants
To type resolutions and any correspondence, reminders or action sheets to persons who have to
undertake tasks
To act on decisions taken at the meeting
To index and file the minutes
To file copies of correspondence
To post correspondence and distribute the minutes
Chairperson’s activities after the day of the meeting
To approve the minutes of the last meeting
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To take necessary actions as promised
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