Meetings, Agenda, Resolution

Meeting is a gathering where important issues are discussed, problems are solved and decisions are taken. It is very important for a management professional to know how to communicate in a meeting. It is a platform where ideas are generated and future of the organization is decided. Thus, certain pertinent steps are to be followed for effective results.
Conducting a Meeting Effectively

Steps for Conducting a Meeting Identify Goals and Objectives for the Meeting Determine the Appropriate Participants

Description of Each Step

What do you want to accomplish in the meeting? Consider how much time you have. What is a reasonable amount of work for the time you have? Depending on your goals for the meeting, you might invite the participants. Invite and Inform Announce the meeting in advance so that the participants will know about it and have sufficient time to plan for it. Think about the best ways to inform participants about the meeting. (For example: written invitations, email, phone calls) The agenda should provide the following information: Statement of Goals and Objectives for the meeting List of Action Items things that will help you accomplish your goals and objectives Anticipated Participant List with Roles and Responsibilities (leader, facilitator, recorder) Logistics What?, When?, Where?, How Long? Ground rules are important so that each person feels comfortable to fully participate in the discussion. For Example: The meeting will start and end on time. Only one person will speak at a time. Participants will actively listen to the speaker. Issues unrelated to the agenda will be noted for a later discussion. During the meeting allow time for: Generating ideas Discussion Decision-making or consensus Closure Next Steps (Schedule future meetings if necessary.) This document will help the meeting participants remember what has discussed and decided on during the meeting. A recorder should take notes during the meeting to maintain a historical record of the discussions. Ask yourself: Were the goals and objectives for the meeting met? Were all of the points on the agenda discussed? Did the appropriate people attend the meeting? Were decisions made and approved? Are you clear about the next steps that need to be taken?
Prof. S. Subramanian IMIS

Develop An Agenda (You may want to consider distributing the agenda prior to the meeting, if appropriate.) Review the Agenda and Ground Rules

Allow Sufficient Time to Facilitate the Work

Produce and Distribute A Meeting Summary Evaluate the Meeting

A meeting cannot begin without an agenda. Whether formal or informal, a meeting is bound to have an agenda. An agenda is a written plan that guides a meeting. Any deviation from the agenda can lead to wastage of valuable time. So, as a co-ordinator or a participant you need to follow the given agenda.

(Source: E-learning Portal)

Agenda Marketing Project Committee Meeting 7:00 p.m., Thursday, September 15, 2002 Business Students Lounge Fourth Floor, Business Building 1. Call to Order 2. Attendance 3. Approval of Agenda 4. Approval of Previous Minutes 5. Old Business 5.1 Selection of Committee Chair 5.2 Selection of Committee Minutes Taker 6. New Business 6.1 Selection of Product for Project minutes) 6.2 Selection of Target Market minutes) 6.3 Development of a Project Schedule 6.4 Meeting on Weekends 7. Date, Time and Location of Next Meeting 8. Adjournment ______________ Total 60 minutes Business Building
Prof. S. Subramanian IMIS

(1 minute) (1 minute) (3 minutes) (3 minutes)

(10 minutes) (10 minutes)

(10 (10 (5 minutes) (5 minutes) (1 minute) (1 minute)

The proceedings of a meeting are recorded as the minutes of the meeting. The minutes-notes are taken down during the meeting and then the fair draft is prepared. These minutes are read out in the next meeting for approval, and then they are documented for reference and future course of action. The following is a sample of minutes writing sourced from elearning portal.

Minutes
Marketing Project Committee Meeting 7:00 p.m., Thursday, September 15, 2002 Business Students Lounge Fourth Floor,

1. Call to Order The meeting was called to order at 7:05 p.m. 2. Attendance 2.1 Present Jill Smith Chair Bob Robertson Minutes Recorder Sandra King Jim Strong 2.2 Absent Nancy Smart 3. Approval of Agenda The agenda of September 15, 2002 was approved with the following amendments. Addition to New Business: 6.3 Development of a Project Schedule. Deletion to New Business: 6.4 Coffees for Committee Meetings. Jim Strong made a motion to approve the agenda with amendments to items 6.3 and 6.4. Sandra King seconded the motion. Note: The chairperson normally asks if anyone would like to make additions or deletions to the agenda. If there are no additions or deletions, one committee member makes a motion to approve the agenda as presented. A second committee member should move to second the motion. State the motion, the name of the person who moved the agenda to be approved and, who seconded the motion. If additions or deletions are requested, a motion should be made to approve the agenda with the cited additions/deletions. Also state who made the motions. 4. Approval of Previous Minutes The minutes of the September 4, 2002 meeting were approved with one correction. Under 6.1 Introduction of Group Members, Jim Strongs name was spelled incorrectly. Please note, the record should read, Jim Strong not John Strong. Bob Robertson moved that the minutes be approved with amendments. Jill Smith seconded the motion. Note: As the meeting minutes often identify who has been assigned specific tasks, the minutes should be typed and distributed to committee members within a few days after the 5.meeting. Also, if the minutes are distributed prior to the next meeting, committee members Old Business can review the minutes and the process of approving previous minutes will be much quicker. 5.1 Selection of Committee Chair A discussion was held regarding the need for a rotating versus consistent chairperson. It was agreed by all present that it would be best to have one person assume the role of chairperson. Jill Smith has agreed to assume the role of chairperson. All present were in support of Jill assuming the chair position. Item: Concluded 5.2 Selection of Committee Minutes Taker
Prof. S. Subramanian IMIS

A discussion was held regarding the need for a rotating versus consistent minutes taker. It was decided that Bill Robertson would remain the minutes recorder for the first half of the course and Sandra King would assume this responsibility for the second half of the course. Item: Concluded 6. New Business 6.1 Selection of Product for Project A discussion was held regarding possible products that the committee could select for their promotional plan project. A decision was not reached at this time. It was decided that, each committee member should have three different product ideas to share with other committee members at the next meeting. Item: Referred Action: All committee members 6.2 Selection of Target Market As the committee has still not selected a product, a discussion of the target market was deemed to be premature. However, it was decided that the committee should review the primary segmentation variables (demographic, psychographic, behavioural and geographic) and the sub variables under each primary category. A list of the segmentation variables is to be brought to the next meeting. Item: Referred Action: Jim Strong 6.3 Development of a Project Schedule As most committee members have a very heavy course load, it was felt that project management plan should be developed. This will help committee members manage the workload for this project and their commitments with other courses. This plan should outline what needs to be done, by whom and by what dates. Jill said she thought she had a GANTT program on her computer. This program could help in this regard. Jill will check her programs and report back to the group. Item: Referred Action: Jill Smith 6.4 Meeting on Weekends A few committee members wanted to discuss the possibility of meeting on weekends. As there was not enough time to discuss this item it will be brought forward to the next meeting. Item: Tabled 7. Date, Time and Location of Next Meeting The next meeting will be September 21, 2002 @7:00 p.m. in the Business Students Lounge. 8. Adjournment The meeting was adjourned at 8:10 p.m. Resolutions are passed in a meeting as a part of policy decisions or the course of action to be adopted. They are very important as they guide future planning and strategies of an organisation. The following is an illustration of a resolution passed at a board meeting-

Prof. S. Subramanian IMIS

(Source: AIMS newsletter)

Prof. S. Subramanian IMIS