Guide to Meetings

WHAT IS A MEETING?
A meeting is the only place a group really exists and takes action as a group, not just
as separate individuals.
(Schermerhorn, 1989)
The meeting is the forum for the group or team. It can be an efficient way to pool individual
expertise, experience, knowledge and ideas. Also, the collective energy that is generated
when people meet can foster creative ideas and solutions to problems that individuals could
not find alone.
Meetings are an established fact in workplaces. As you move up in the company you are
likely to spend more and more time in meetings. They are expensive but potentially
productive. Most companies hold regular meetings which can be formal or informal.
A formal meeting is one that follows the traditional Westminster process. The meeting is
controlled by an official chairperson and all business takes place through the chair. In a
traditional Westminster meeting each person speaks on a topic once only and there is a strict
order of speaking. Meetings that follow this process are usually limited to annual general
meetings.
TYPES OF MEETINGS

There are three types of meetings:

Formal Westminster-type meetings
Informal small group or team meetings
Consensus meetings
Formal meetings: AGMs, parliament, shareholder meetings, constitutional meetings
formal meetings are often used when official business needs to be documented and might
be called for in legal disputes.

Procedure in formal meetings:

Roles are clearly defined
Notices of meeting, agendas and minutes are written in a formal style
The meeting process is clearly organised in a specific way and is always the same
The chairperson controls the meeting and all discussion takes place through the
chairperson.
Any official changes or amendments to the constitution or procedures follow a
specific pattern
Decisions are decided by vote
Participants usually speak only once about each item on the agenda

Informal meetings: site meetings, team meetings, project meetings, student group
meetings most meetings that take place in business now are informal.

Procedure in informal meetings:

Roles of chairing and note-taking are usually present.
These roles can be shared among the group (rotated)
Notices of meeting, agendas and minutes are distributed
Notices, agendas and minutes are not necessarily written in a formal style, but they
should still be accurate, complete precise, and grammatically correct
Discussion is not regulated by the facilitator unless conflict occurs
Discussion follows the format of the agenda (course outline p 23)
Decisions can be made through consensus or voting
Participants speak as much as they choose.

Consensus meetings
Types of consensus meetings: hui, World Trade Organisation, these can be incorporated
into informal meetings.
Procedure in consensus meetings
Official roles might not be included
All participants state their views in a structured order that moves around the group
No one is allowed to interrupt or speak out of turn
The discussion continues around the group with each person modifying their views
until agreement is reached
Generally in New Zealand, formal meetings (e.g. monthly department meetings, review
meetings) are not as rigid as the Westminster but follow the general procedure:
a notice of meeting and agenda is sent to the participants
participants have particular roles (chairperson, secretary)
a process of noting absences and confirming previous minutes is included
the start and end time of the meeting is noted
the chairperson controls the meeting (who indicates who should speak)
formal voting procedures are used

Westminster Meeting Procedure

Chairing a meeting
1. Open the meeting
1.1
Chairperson asks secretary for r apologies
1.2
Ratify the minutes of the previous meeting
1.3
Work through the agenda
2.

Dealing with a motion- A motion is a proposal/idea formally submitted to a

meeting for discussion
Readmore:http://www.businessdictionary.com/definition/motion.html#ixzz395MQGB7y

2.1
2.2

Introduce the motion

Call for a seconder to be the first person to support a proposal put forward by
someone else;
Read more: http://www.investorwords.com/11014/second.html#ixzz395N4EsVT

2.3
2.4

Call on mover of motion to begin discussion

Call on seconder to speak

2.5

Allow general discussion

Try to have a for speaker followed by an against speaker. Formally, each
should only speak once, except for mover of motion who has right of reply
(see below)

2.6

If no more discussion, call for any AMENDMENTS

If no amendments, call for
A right of reply

If amendments
a)
Call for a seconder
b)

2.7

Vote on motion
a)
c)
b)
d)
e)
f)

*Only on Amendment

All those in favour say Aye

No right of reply
All those against say No
Vote on amendment
If passed, new substantive motion
Now vote on substantive motion

2.8

Declare decision

Close the meeting

* REMEMBER:

General discussion

1.
2.
3.

Keep order in discussion.

They must address the Chair directly.
The Secretary should assist the Chairperson.

MEETINGS Responsibilities and Definitions

Chairperson. Opens and closes meeting. Responsible for control and direction of meeting.
All remarks are addressed through the chair.
Secretary. Takes notes/minutes of meeting. Notifies others of meeting. Works closely with
the chairperson.
Treasurer. In charge of finances. Collects money and deals with it as instructed by meeting.
Supplies financial reports to meeting.
Committee. People appointed to attend to any particular business.
Members. One of a committee. That is, a person appointed to a
committee.
Subcommittee. A small group formed for a special purpose. A matter can be referred to a
nominated group for further study or research. It sometimes reports back, or is given
the power to act.
Quorum. Minimum number necessary to make a meeting valid.
Agenda. List of items to be considered during a meeting.
Minutes. Official record of the action of a group. Considered a legal document.
Motion. A formal proposal for consideration. Should be positive, clear and only deal with one
proposition.
Wording. Begins with the word "that".
Moving. Putting the motion forward.
Seconding. A person agrees with a motion, and wishes it to be discussed.
Speaking to the motion. Discussing the motion. Speakers can only speak once to a
motion, except the mover.
Amendments. Add to, cut, or vary motion. But it cannot be a direct negative and must
be relevant.
Substantive motion. An amendment, if carried, becomes the motion, which is then
called a substantive motion.
Resolution. When a motion is carried (passed), it becomes a resolution.
Voting. Methods: voice, show of hands, ballot. A vote is not effective until the result is
announced by the chairperson.
Casting vote. If a tie, the chairperson decides. Usually in favour of status quo.
Point of order. Called out if there is a breach of rules. Bring to chairs attention.
Standing Orders. Rules for keeping business orderly.
Inaugural meeting. Opening ceremony. The first meeting.

Structure
1 Opening
2 Welcome
3 Apologies
4 Minutes of the previous meeting
5 Business arising from the minutes
6 Correspondence - inwards and outwards*
7 Business arising from the correspondence*
8 Financial report*
9 Notice of general business
10 Reports (from subcommittees, etc.)*
11 Notified business*
12 General business
13 Date, time, place of next meeting
14 Close
Sequence
Either the chairperson, beforehand, or the group, at the meeting itself, will decide
how to allocate priority to topics. Some ways to order the topics are:
a In order of importance - starting with the most important. This will avoid the
problems of anxiety and time pressure if important items are left until last.
b Rule of thirds
place the quick, short items in the first third of the meeting to allow for latecomers
move to the harder important items in the middle third of the meeting, ie
items requiring full attendance, more discussion, and alertness
finish with those items requiring discussion rather than decisions and which
may be important for a later meeting when further work/investigation has
been carried out.
The table below summarises the rule of thirds.

Structuring the agenda - rule of thirds

Rule of thirds
First third
Items which are:
quick
short
easy

Middle third
Items which require:
focus
alertness
energy
full attendance

Last third
Items which need:
discussion
follow-up
research

Eg announcements, other
information

Eg making decisions

Eg developing understanding
of complex issues

20 mins

40 mins

60 mins

3.

Time allocation
Limit each topic on the agenda. It is important to remember that people have an
optimum learning time.

SECRETARY
Recording a Meeting
Details of what took place at a meeting are recorded in a written account known as the
minutes. This brief and accurate document may include the information shared, the
decisions made and actions decided upon. Recording a meeting will avoid the need to rely
on peoples memories.
Writing minutes of a meeting is a demanding task and requires skill in note-taking, listening
and accuracy. At times the task of minute taker is rotated among group members. This
shares the responsibility and enhances involvement and understanding of what went on at
the meeting. In some organisations, a group member writes up the minutes on a whiteboard
(with a printing facility) as the meeting takes place. This record is printed, copied and
distributed immediately after the meeting.

The Purposes of Minutes

1.

Minutes are a source of reference and authority.

2.

Minutes help to avoid conflict and save time.

Minutes provide a record which reduces the chance of disagreement and repetition.

3.

Minutes encourage accountability.

Members may think twice about speaking off the top of their head or participating in
an obstructive manner when they are aware minutes are being written. Minutes also
provide opportunity for someone who does not agree with a decision to note an
opposing position.

4.

Minutes provide a legal record of proceedings.

Format
Minutes of a meeting usually contain:
1.
2.
3.
4.
5.
6.
7.

The type of meeting e.g. annual, ordinary.

The place, date and time of the start.
A record of those present, beginning with the chairperson.
A record of apologies.
Confirmation of the minutes of the previous meeting.
A brief statement of correspondence.
All decisions arrived at by the meeting and the precise words of all motions and
amendments, together with the names of the movers and seconders.
8. An indication of responsibilities for the next meeting.
9. Full and exact details of any financial decisions.
10. The date of the next meeting.
11. The time the meeting closed.
[adapted from Pinner, D & Pinner, D (1998).Communication skills. Auckland: Longman]

Template: Formal Minute Writing Guide

List all the people present
during the meeting. Indicate
who was in the chair.

The minutes of the previous meeting are usually circulated before the
meeting to allow people time to read them.
Take any corrections and record that they are accepted by those present
as a true and correct record.

Record the names of those

who have apologised for nonattendance.
Apologies are a courtesy but
some groups/committees have
attendance rules and
persistent unexcused absences
will result in lapsed
membership.

List of correspondence, often

in date order of receipt since
the last meeting, followed by
correspondence sent. Write:
Who sent it and give a very
brief but clear explanation of
its contents.
If a piece of correspondence
could lead to a major debate, it
can be rescheduled as one of
the main items of the agenda
(usually in general business).

Record that the inwards were

received and the outwards
approved.

Note: The minutes are the official written record of the meeting.
Minutes of XYZ Communications held in
Staffroom on 1 January 2010 at 9.00 am
Present
Apologies
Minutes of Previous Meeting
Matters Arising
1.
2.

Ongoing business can

be dealt with here or
carried over to
general business.
Those who were
delegated to do jobs
at the previous
meeting should
report back.

Regular reports such

as finance, sales,
membership.

Correspondence
Inwards
1.
2.
Outwards
1.
2.

Important reports
should be circulated
before the meeting to
give people time to
respond.

Reports

New business is
introduced here.

General Business
1.
2.

Record the time the

meeting ended and
the date, place and
time of the next
meeting.

Meeting closed
Date of next meeting

Role of the Chair

1.
Keeping order.
2.
Making rulings.

Notes

Role of the Secretary

1.
Preparing and circulating the notice of
meeting.
2.
Keeping the meeting minutes including: who
attended, who apologised, the major points in
various debates, recording the exact wording
of motions and amendments put and lost,
election results and any other important
aspects of the meeting.
3.
Handle correspondence and other records.

agreement of all those present at the beginning of the

Items on the agenda can be rearranged with the

meeting.
Record the exact wording of motions and the mover and
seconder. A motion is a proposal for action. Use reported
speech. Use white space and consistent indenting. Check for
accuracy and then circulate copies to all those in the group.