1.
DOCUMENTATION OF THE
MEETING AND REPORT
WRITING
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2.
Scope of the presentation
• Documentation of meetings proceedings
• Role of secretary
• Types of minutes--what to write and not
• Principles of effective minute writing
• Management and disposal of minutes
• Types and structure of reports
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3.
Conduct of Meetings: An overview
Introduction
Meetings are critical in management of
organizations business
Why?
changes taking place in the business
environment—global competition,
informed workforce and ever-increasing
demands of the customer.
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4.
Making meetings productive
/work
• Meetings involve Substantial investment
in time and resources
• 1.The law/rules governing conduct—
rules of procedure, agenda and notice,
quorum, membership, voting
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5.
Making meetings productive /work
Meetings involve Substantial investment in time
and resources. Therefore it is imperative that
the opportunity cost is weighed carefully by
paying attention to:
1.The law/rules governing conduct—rules of
procedure, agenda and notice, quorum,
membership, voting—depends on type of
group meeting and articles of
incorporation/association
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6.
Making meetings effective(Cont
2.Management of meeting session—Chair,
Members, Secretary, In- attendance and
Observers role
Chair/Leader/Facilitator
• Know purpose
• Have materials ready
• Speak clearly
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7.
• Be confident and enthusiastic
• Encourage input
• Keep all focused
• Communicate decisions
• Close on positive note
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8.
Making meeting productive
• 3. manage time effectively—address some of
the time wasters
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9.
Types of meetings
• General meetings and AGM—open to all
• Committee meetings– members.
Committees have varying powers
depending on powers conferred by the
parent body
• In committees, we may have—sales
meetings, strategy planning meetings and
project meetings, ISO meetings etc
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