ORGANIZING MEETINGS

Objective and vice-chairperson are absent, the secretary

calls on members to nominate someone to act
On completion of this chapter, students should as chairperson. If the person accepts, he/she
be able to organize different types of meetings. will conduct the meeting.

The chairperson calls the meeting to order and

Introduction guides the discussions of the meeting according
to the items on the agenda. He instructs the
There are set procedures for planning and secretary to read any letters of apology for
arranging a meeting. Activities concerning a absence and also to read the minutes of the last
meeting are undertaken from the time it is meeting if they were not circulated to members.
decided to hold a meeting and they sometimes Any corrections to the minutes are made by the
continue progressively one week before, the secretary, after which they are approved "as
day before, the day of, the day after and a few read" or "as amended". The chairperson then
days after the meeting. A variety of paperwork signs the minutes. Matters arising out of the
is involved. minutes are discussed at this stage. All questions
are directed to the chairperson. Only one person
speaks at a time after being permitted to do so
by the chairperson. The person addresses the
Procedures for organizing a formal meeting
chair by standing and saying, Mr Chairperson
or Mr Chairman (for a gentleman) or Madam
Meetings are conducted according to "Robert's
Chairperson or Madam Chairman (for a lady).
Rule of Order" which is a manual with rules for
The secretary then reads other correspondence
conducting meeting in a civilized and orderly
and explains any points raised on papers read.
manner. The manual contains rules to guide a
chairperson in maintaining order during a
The other items on the agenda are dealt with
meeting and also to guide members on how
one after the other. The secretary makes notes
they should participate at a meeting. "Robert's
of what transpired during the meeting. If a
Rule of Order" is also known as parliamentary
· member strays from the point under discussion
procedures or rule of order which is used for
the chairman rules the matter out of order. A '
the conduct of Parliament.
matter is said to lie on the table when no
decision can be reached on it.
Before the business of a meeting starts, the
chairperson checks to ensure that there is a
Any motion must first be proposed and
quorum - the minimum number of persons
discussed before being voted upon. A member
required to be present. If sufficient members
wishing to express his/her views that a motion
are not present, a meeting cannot be conducted.
has been adequately discussed, may address the
It must be postponed. • .
chair and move that the question be now put or
~ove the closure of the motion. If there is a tie
If the chairperson is absent, the vice-chairperson
1n the poll, the chairman then casts his vote.
conducts the meeting. If both the chairperson
After a motion is submitted, the wording may
 (d) Minutes of previous meeting - to remind
be _changed (amended) or words may be added
members of what transpired during the last
to 1t (addendum). If the majority·accepts a
meeting, to let the chairperson sign after it
motion with no one voting against, it is passed
has been accepted by members, and to
nem dis but if some have not voted, it is passed
discuss matters arising from the minutes.
nem con. When a motion is passed, it becomes a
(e) File of correspondence - to read letter( s) of
resolution. An addition to a resolution is called
apology for absence, correspondence
a rider. The motion is recorded verbatim. The
received, correspondence sent out.
names ofproposer and seconder are also recorded.
(f) Standing Orders - to remind anyone of any
matter concerning the conduct of the
If all the items on the agenda cannot be dealt
with the same day, with the approval of the meeting.
(g) Copies of motions submitted by members
members, the meeting may be adjourned by
- to allow everyone to follow as the
consent for another time. When a date is not
decided on, the meeting is adjourned sine die. proposer reads his/her motion.
If all the items are discussed, the chairperson
(h) Notification from any member of any item
to be included in the agenda - to let everyone
closes the meeting.
know how the item was included in the
agenda.
(i) Proxy Instrument - to verify that another
Ways of voting at a meeting person is authorized to attend and vote on
behalf of a member who is unable to attend.
(a) Ballot- indicating one's choice on a
(j) Any supporting papers and documents - to
prepared ballot
refer to for clarification on any matter.
(b) Writing on paper and placing it in a ballot box
(c) Proxy - another person is authorized to
vote for someone who is unable to attend
the meeting. Equipment required for meetings
(d) Post- indicating one's choice on a special
paper and sending it to the secretary (a) Microphone - to amplify speech
(b) Overhead projector - to make visual
through the post.
(e) Show of hands - members raise their presentations
(c) Computer with appropriate software - to
hands to indicate their choice.
(f) Standing - members stand to indicate their make presentations
(d) Television - to view visual presentations
choice
(g) Saying 'aye' or 'nay', (yes or no).

Supplies required for meetings

A Meetings Folder with the following items:
(a) Attendance Register/Sheet- for members
to sign as proof of attendance.
(b) Stationery - to t~ke notes and to give to
members to write notes during the meeting.
(c) Extra copies of Agenda - to provide a copy
for any members without one. Fig. 5.3(a)- Conference room
- Secretary's activities with regard to a Conference, Circle, U-shaped, Open-
meeting square, Diamond-shaped or Herringbone
Style) and paper for writing.
At the time it is decided to hold a meeting (e) To place Meetings Folder on the table at
the front (head table).
(a) To hold discussion with the chairperson (f) To place ashtrays at convenient locations if
and where possible, participants, to arrive smoking is allowed.
at a suitable date. (g) To supply drinking water and glasses.
(b) To agree, with those concerned, on the (h) To check equipment to be used (e.g. OHP,
venue, date and time of the meeting. PA System) to ensure they are working and
(c) To discuss with the chairperson items for place them in the room.
the agenda. (i) To be available to welcome participants
(d) To record date of meeting in her diary and and ensure that they sign the Attendance
chairperson's diary if he/she is the boss. Register/Sheet.

Twenty-one days/Fourteen days/Seven days During the meeting

before the meeting day
(a) To acquaint chairperson with items in the
(a) To prepare the notice and agenda of the Meetings Folder.
meeting. (b) To read letters of apology.
(b) To distribute notices and the agenda on (c) To read minutes of the previous meeting if
time to participants; where necessary to they were not distributed to participants.
publish them. (d) To make any corrections to the minutes as
(c) To prepare the agenda· for the chairman and raised by participants.
herself/himself. (e) To ask the chairperson to sign the minutes
(d) To book and reserve in advance a suitable after they have been accepted as distributed/
room with adequate furniture. read or as corrected.
(e) To liaise with external persons concerning (f) To provide the chairperson with any .
the supply of refreshments and/or furniture. information required from documents in
(f) To inform the press if it is a public meeting. the Meeting Folder.
(g) To prepare a Meetings Folder with all the (g) To advise the chairperson on any points
necessary documents. likely to arise during discussion.
(h) To inform security and/or receptionist so (h) To read any correspondence received
that directions can be given to participants. (i) To explain any points raised on papers read
(i) To make arrangements for parking. at the meeting.
G) To record details of the points raised and
On the meeting day of the discussions and decisions for writing
the minutes.
(a) To post directional signs at convenient
locations and a MEETING IN PROGRESS
sign outside the door of the meeting room.
(b) To open and ventilate the room early.
(c) To check that the fan or air conditioning
unit is working and leave it on.
(d) To arrange seating (Theatre, Classroom,
Immediately after the meeting (c) To deal with the items to be discussed, in
the order in which they appear on the
(a) To o~~r refreshments to particq,ants (if agenda.
provision was made for refreshments). (d) To call upon the secretary to read letters of
(b) To re-arrange the room to its original state. apology for absence, minutes of the previous
( c) To return everything that was taken into meeting (if they were not distributed to
the room, e.g. glasses, jugs, Meetings members) and correspondence.
Folder ... (e) To sign the minutes after they are adopted.
(f) To introduce guest speakers.
(g) To control speakers and determine the
Chairperson's activities with regard to a order in which they should speak.
meeting (h) To give each member an opportunity to
speak, if possible.
(i) To guide the discussion so that it is relevant
At the time it is decided to hold a meeting
to the item on the agenda.
(a) To come to an agreement with the
G) To stop unauthorized discussions between
members or group of members.
secretary and those concerned on a suitable
(k) To put motions and amendments to the
date for the meeting. I
vote and control the voting.
(b) To approve the items to be put on the
(1) To exercise a casting vote as necessary so
agenda.
that a decision may be reached when the
number of votes "for" and "against" a
During the meeting
motion is the same.
(m) To make notes and give a summary of the
(a) To preside at the meeting after it is called
discussions.
to order at the specified time, having
(n) To adjourn/close the meeting.
ensured that there is a quorum.
(b) To conduct the meeting in accordance with
the regulations, as stated in the Articles of
Association/Standing Orders.