Organise meetings Essay Example
Assessment Activity 1
In 1997 Timm and Pail claimed that from the past practices, human beings are known to identify themselves with a particular group of people whom they deem to have similar interests to theirs (Timm and Pail). In that way, they come together to channel for a common course. This is started by familiarizing themselves and stating what they would like to achieve within specific period of time. However, the group needs a leader or leaders to help channel or articulate their objectives. The people may view themselves to have the same goals but the reality is that every member of the group is unique and may have different opinions concerning a project or agenda. This normally can cause frictions within them. To iron out these frictions and give every member of the group a chance to air their views, the groups through their leaders usually organize meetings for this purpose (Timm and Pail). This paper analyses ways of organizing meetings, types of meetings, requirements of a meeting and factors needed to take into consideration in organizing a meeting. It is important to note that a business meeting is the most common among the existing forms of meetings.
1.1 List the different types of meetings that you may be required to prepare for.
There are several types of meetings existing in day to day society but all these can be categorized into two major groups, such formal and informal meetings. These two differ in different aspects. “In formal meeting its organization is structured and topics to be discussed are predetermined before scheduled date” (Timm and Pail). The location of a formal meetings are scheduled whilst most of the normally take place in the boardroom and conference among designed places. In this kind of a meeting participants are usually notified using emails or even the office memos and are controlled and conducted by the chairperson.
During the formal meeting minutes are recorded and the session documented for future reference. Such examples of formal meetings include board meetings, project meetings, and meetings in the organizations, annual general meetings and teleconferences. On the other hand, informal are not arranged in advance and participants are normally notified by a telephone to meet in places such as restaurants and cafes among other informal places. Participants of the informal too have an agenda but can go outside of the agenda. The minutes and session can be recorded and documented but on a lighter note because this may not be important. Examples of informal meetings consist of workplace or employees meetings and meetings with clients among others.
1.2 Detail legal and ethical requirements that should be considered and complied with, when preparing for meetings, conducting meetings and documenting minutes.
The legal aspect of the minutes is to precisely determine who is committed to precisely defined roles, their tasks and most significantly the distribution of minutes particularly to non attendees and explanation they got their copies in an opportune way. Minutes of a meeting are very important in that they can be used for future reference. The legal and ethical requirement is that minutes and documentation should only be done upon the agreement of the participants. In 1997 Timm and Pail stated that it is “unethical to record and document minutes and meeting sessions without the participants consent” (Timm and Pail). Therefore it is legal and ethical to inform members when preparing for the meeting so as to give view on the matter of taking minutes and documentation. However, organization or business normally takes notes on formal meetings such as stakeholders meetings, investor meeting and annual general meeting so as to avoid conflicts when a certain demand discussed in the meeting failed to be done. In that case the minutes and recordings can be reviewed to resolve the conflict. This is usually happens a stakeholder or an investor sue the company for breach of the contract; therefore the minutes of the meeting can be produced in court to ascertain his or her claims.
1.3Discuss some of the different requirements that you may need to organize for meetings.
Most of the normally get disappointed if the meeting did not go according to their expectations. Therefore, there are certain requirements that have to be met to organize a meeting in order to make it effective. In order to organize a meeting there must be a well set agenda to be discussed in the meeting; otherwise the meeting may turn to be socialization place. It is required that the convener find an appropriate time and venue where the majority of participants can take part in the meeting. The convener can then find a better way of notifying the participants before the very day of the meeting. Ensure that the venue for meeting is well set for the meeting and equipment is configured ready for the meeting. Pens and papers are in place to ensure note taking can be done. Lastly, make sure that the meeting catering is organized if need be.
1.4 List some of the occupational health and safety issues, which need to be considered when preparing for a meeting and setting up the room.
Before organizing a meeting health and safety issues must be considered first. Meeting cannot be effective when the participants feel that their lives are threatened. Some of the workplace and safety issues that must be considered when organizing a meeting include;
The room should be clean
a good lighting and ventilation into the meeting room
floor should not be slippery
electrical equipment are well fixed
First aids kits are placed in a visible place
adequate fire extinguishers
1.5 Why is it important to advise all participants of any made changes to the original meeting plan.
It is necessary to communicate any changes made to initial meeting program to ensure that confusion during the meeting is eliminated. Communicating changes to the plans give participants time to adjust and prepare for the new changes.
1.6 Why is it good practice to have spare sets of documents prior to a meeting?
A set of spare documents ensure efficiency in that when the existing are all used up, the participants do not worry or where to write their notes. At times the in the meeting people drink and if accidentally the existing documents are damaged by water, the participants will use their own notebooks but to just take the spare documents and use for not taking.
1.7 Who is responsible, in your organization for checking the accuracy of minutes before distribution?
In my organization organizing secretary receives minutes from the general secretary who checks and verify for the accuracy.
1.8 Who receives copies of the minutes?
The chairperson receives the copies of the minutes from the organizing secretary.
2.1 Documentation for a meeting, which is to take place in my workplace
This is the documentation of the meeting that to took place in the boardroom at Jansen Group Company. The meeting discussed the performance of the company for the first quarter of the current year. The meeting also discussed the conduct of striking employees. The last major agenda of the meeting discussed the restructuring of the organization.
Document any legal or ethical requirements identified and complied with
The participants were informed of the management of intention to record and document the minutes and the session. Everyone unanimously agreed and has signed a document of acknowledgement.
Detail requirements of meeting and participants
The board room of the company was set with all writing materials containing the agenda, other writing materials water and beverages. The catering team was also contacted to prepare some food for the participant’s to be served after the meeting. To ensure health and safety the room was cleaned with seats dusted and cleaned as well. The First Aid kits and fire extinguisher was set at the corner which is visible top everyone the board room. A total of 18 members took part in the meeting. They included The CEO, the chairperson of the company, the four directors of the company, four managers of the company, four chairpersons of the various departments, two shareholder’ representatives and three employees’ representatives. One shareholder representative was absent with apology.
2.2 Develop an agenda for the meeting
The agenda Jansen Group company to be held in 1st August 2013 at the company boardroom
1. 2.00 pm – introduction and welcome by the chairperson; Mr. Jackson Neumann.
2. 2. 10pm – Thereview on the company performance and the way forward.
3.10pm – The discussion on the conduct of the striking employees.
4. 4.10pm — Review on restructuring the organization.
5. 5.10pm — A.O.B
6. 5.30pm – Close of the meeting
2.3 Relevant documents for the meetings
1. MINUTES FORM
The principles mentioned above are demonstrated in the following model form for minutes:
The company meeting of the board and shareholders took place in 1st July 6, 2013 at 2.00 P.M. at the boardroom, the company chairperson being in the chair and the general Secretary being present. The minutes of the last meeting were read and approved as corrected. The organizing secretary took minutes, which was verified as correct and signed. The recommendation was adopted.
Chairperson: Jackson Neumann
Date: 1st July 6, 2013
2. DISPATCH AND DOCUMENT ACKNOWLEDGEMENT FORM
This is to certify that company reports and records were dispatched to the boardroom at 10.0am to be used for reference during the company meeting. Before the dispatch the documents were check and verified and no error was detected at all. Other equipments that were brought to boardroom include dell laptop, projector, 3 boxes of water and three boxes of beverages. This was acknowledged by the organizing secretary and the store officer.
Date 1st July 6, 2013
Store officer: James Morison
Date 1st July 6, 2013
2.4 Detail any changes to the original meeting plan
The organizing secretary Mr. George Wilkinson postponed the meeting from 24th June 6, 2013 to 1st July 2013 to allow the company board prepare adequately for meeting. This was also to allow the CEO who was out of the country for three days to come back. This change was communicated to the participants through the emails.
2.5 Record and produce minutes
Jansen Group Company meeting
Minutes of the meeting
June 2013.st. George Wilkinson on 1These are minutes of the meeting recorded by the organizing secretary Mr
Jackson Neumann.1. Chairperson-
Cliff Kelly2. CEO-
Marry Maloney3. Director-
Shaun McLean 4. Director-
Wallace Simon5. Director-
Terry Walden6. Director-
Olson James7. Secretary General-
George Wilkinson8. Organizing Secretary-
Hilton Mathews 9. Sales and marketing manager-
Bernard Kerry 10. IT manager-
Usher Jasper11. Accounting manager-
Wilkins Roy12. Production manager-
Margaret Williams13. Shareholder rep-
Jonas Clarke 14. Shareholder rep-
Chris Hart 15. Chairperson IT department –
Michel Royhogson 16. Chairperson Production department-
Michelle Larry 17. Chairperson Accounting department –
AndyThomson18. Chairperson Sales department-
Shareholder rep Philip Markesan was absent with apology
Jackson Neumann July 6, 2013 with introduction and welcome by the chairpersonst1. The meeting started at 2.00pm 1
2. The participants discussed the company first quarter of the year performance at 2.10pm led by the CEO. The meeting resolved that targets be set new targets be set by the board within a period of one week and presented to departmental managers.
3. At 3,10pm, the meeting discussed the cause and conduct of the striking employees and resolved that a committee be set to deliver the recommendation within a time frame of one week.
4. The meeting discussed restructuring of the company at 4.00 pm and CEO was tasked to consult widely and bring the report in one month time.
5. The meeting was open for any other business at 5.10
6. Being no any other business the chairperson declared the meeting adjourned at 5.30pm.
Timm, Dr., and Pail, R. How to Hold Successful Meetings: 30 Action Tips for Managing
Effective Meetings. New Jersey: Career Press, 1997.
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