Conduct of Meeting
The conduct of a meeting refers to the rules and procedures that guide the proceedings of a formal or informal meeting. Effective meeting conduct is important for ensuring that meetings are productive and efficient. Here are some key concepts related to the conduct of meetings:
- Agenda: An agenda is a list of items to be discussed or acted upon during a meeting. It sets the tone and direction of the meeting, and helps keep discussions focused and on track.
- Meeting Roles: Assigning specific roles to meeting participants can help ensure that everyone is clear about their responsibilities during the meeting. Typical meeting roles may include a chairperson, a note-taker, and timekeeper.
- Quorum: A quorum is the minimum number of members required to be present for a meeting to be valid. The quorum may be defined in the organization’s bylaws or may be established before the meeting starts.
- Ground Rules: Ground rules are guidelines or expectations that are established to help guide the behavior of meeting participants. Common ground rules may include speaking one at a time, listening respectfully to others, and avoiding interrupting others.
- Minutes: Minutes are a written record of the proceedings of a meeting. They typically include a summary of the topics discussed, decisions made, and any action items assigned during the meeting.
- Action Items: Action items are tasks or responsibilities that are assigned to individuals or groups during the meeting. These items should be clearly defined, with a deadline and a responsible party assigned.
- Follow-up: Following up after the meeting is critical to ensure that action items are completed and that the decisions made during the meeting are implemented. A follow-up plan should be established during the meeting and communicated to all participants.
A meeting agenda is a list of items to be discussed or acted upon during a meeting. It serves as a roadmap for the meeting, providing structure and direction to the proceedings. A well-planned and organized meeting agenda can help ensure that the meeting stays focused and productive, and that all necessary topics are covered.
The meeting agenda should be distributed to all attendees before the meeting, so that they have time to review the topics and prepare any necessary materials. During the meeting, the agenda should be followed closely, with each item discussed in the order listed. Any items that are not covered should be carried over to the next meeting or addressed separately.
A meeting agenda typically includes the following components:
- Meeting Title and Date: The meeting title and date are usually included at the top of the agenda.
- Attendees: The names of the attendees or a list of departments/organizations that are represented should be included in the agenda.
- Call to Order: This item indicates the time at which the meeting will officially begin.
- Approval of Minutes: If the meeting is a regular or follow-up meeting, minutes from the previous meeting will be reviewed and approved.
- Old Business: This section typically addresses unfinished business from a previous meeting.
- New Business: This is the main section of the agenda and covers topics that require discussion or decisions.
- Information Items: This section is used to provide information to attendees that may not require discussion or action.
- Action Items: This section lists the tasks that need to be completed as a result of the meeting.
- Adjournment: This item indicates the time at which the meeting will officially end.
A meeting notice is a document or message sent to participants to inform them of an upcoming meeting. It typically includes important information about the meeting, such as the date, time, location, and purpose of the meeting. The notice is usually sent out in advance of the meeting to give attendees time to prepare and make necessary arrangements to attend.
The following are some key details that may be included in a meeting notice:
- Meeting Date and Time: The notice should specify the date and time of the meeting, as well as the expected duration.
- Meeting Location: The notice should provide the physical or virtual location of the meeting, as well as any necessary login or access information.
- Meeting Purpose: The notice should describe the purpose of the meeting and provide an overview of the topics to be covered.
- Meeting Participants: The notice should indicate who is invited to attend the meeting and provide contact information for the organizer or point of contact.
- Meeting Agenda: The notice may include a preliminary or final agenda for the meeting.
- Special Requirements: The notice may indicate any special requirements for the meeting, such as advance preparation or required materials.
The meeting notice is an essential part of effective meeting planning and ensures that all attendees are aware of the details of the meeting and can plan accordingly. It is usually sent out well in advance of the meeting to allow attendees to schedule their time and prepare any necessary materials. A well-crafted meeting notice can help ensure that meetings are well-attended and that participants are engaged and prepared to contribute to the discussion.
Meeting notes, also known as meeting minutes, are a written record of the key points discussed and decisions made during a meeting. They provide a summary of what was discussed, what was agreed upon, and any follow-up actions that need to be taken. Meeting notes serve as a valuable tool for attendees and non-attendees alike, as they help to keep everyone informed and ensure that action items are tracked and completed.
The following are some key elements that may be included in meeting notes:
- Date and Time: The date and time of the meeting should be noted at the top of the document.
- Attendees: A list of attendees, including names and titles, should be included.
- Agenda Items: The meeting notes should provide a brief summary of each agenda item discussed during the meeting.
- Decisions and Action Items: Any decisions made or action items assigned during the meeting should be clearly noted in the meeting notes.
- Follow-Up: Any follow-up actions that were discussed during the meeting should be documented, along with the person responsible for completing each action item and the deadline for completion.
- Other Information: Any other relevant information discussed during the meeting, such as new information or ideas, should also be included.
Meeting notes are usually distributed to all attendees after the meeting, along with any supporting materials, such as presentations or reports. They can also be used as a reference tool for future meetings, to help ensure that decisions made and action items assigned during previous meetings are tracked and completed.