Meetings: Structure and Types of Meetings

Meetings: Structure and Types of Meetings.

Course Name- B.A.(V.S) Tourism Management, CBCS Semester-VI

Section- A

Name of the Paper- Business Tourism and Hospitality (SEC- 6.4) Class Time-Thursday: 10:30 to 11:30 A.M. 26^thMarch, 2020

Meetings

Meetings bring people together in one place for the purposes of sharing information and discussing and solving problems. Meeting attendance can range from ten to thousands of people. During a meeting, there will usually be food and beverage served. Meeting times vary depending on the meeting type.

Structure of the Meetings



Introduction

•

Welcome by the chairperson

•

Minute taker notes the names and any changes

•

Introduction not usually minuted unless it takes the form of a specific agenda item

Structure of the Meetings



Apologies for absence

•

Create an accurate list of attendees on the day

•

Substituting

•

Not arrived

•

Apologies

•

_Present

Structure of the Meetings

Minutes of the previous meeting

• To approve the minutes as an accurate record

• The only discussion should relate to: ‘Are the minutes accurate?’

• Concentrate on errors of fact

• Minutes should have been read by members BEFORE THE MEETING

• The filed set of minutes should NOT be altered

• The chair to sign

Structure of the Meetings



Matters arising

•

A quick progress review

•

A confirmation that agreed actions have been completed

•

An update from an item(s) in previous minutes



Information only

•

Not for discussion or debate

•

If need for major discussion, incorporate as part of a main agenda item

Structure of the Meetings

•

Papers should be circulated with the agenda

•

A written report can be attached to the minutes. Verbal reports can be minuted.



Agenda Items

•

The key topics for discussion at the meeting

Structure of the Meetings



Any Other Business

•

Defer to the next meeting

•

Reject it

•

Accept as genuine AOB

•

Fit into the agenda

•

_{Trash it?}

Structure of the Meetings



Date of Next Meeting

•

Confirm the date of the next meeting

Formality Issues: Formal voting procedures



Governing documents

•

Terms of reference

•

Constitution

•

Memorandum and Articles

•

Additional rules: standing orders

Formality Issues: Formal voting procedures

Motions

• May be submitted in writing in advance of the meeting or proposed at the meeting

• The wording of a motion should be clear and unambiguous

• The usual requirement is for motions to be ‘moved’ and ‘seconded’

• The chairperson may rule a motion out of order if it conflicts with the rules of the group

• A motion, when approved, becomes a ‘resolution

Formality Issues: Formal voting procedures

Amendments

• A proposal to alter the wording of the motion (e.g. addition or deletion of words)

• A motion can be amended at any point after it has been proposed and prior to voting

• Require a mover and a seconder

• If accepted, the new motion replaces the original and becomes the substantive

• motion

Cont’d

Nominations

• Procedural guidance provided in the governing document

• Require a mover and seconder

Points of order

• A member may perceive a breach of the agreed rules and raises a ‘point of order’

• Discussion is suspended

• The member provides an explanation of the alleged breach

Cont’d

•

The point of order is either upheld or overruled

•

The discussion proceeds



_Voting

•

The chairperson puts motions, amendments and nominations to the vote:

•

_{IN FAVOUR}

•

AGAINST

•

ABSTENTIONS

Cont’d

•

When all members vote in agreement, either for or against, the vote is

‘unanimous’

•

When a majority of members vote in agreement, either for or against, (no votes in the opposite direction) but there are some abstentions, the

resolution is passed ‘nem con’

•

Most resolutions require a simple majority to be approved. However, this may vary depending on the nature of the organisation, specific bye-laws and statutory requirements

Types of Meetings

•

Annual General Meeting (AGM)

•

Extraordinary General Meeting (EGM)

•

Local Authority meetings

•

Board meetings

•

Committee meetings

•

Management meetings

Types of Meetings

•

Departmental meetings

•

Conferences and ‘away-days’

•

Steering group meetings

•

Project team meetings

•

Team briefings

•

One-off informal meetings

Types of Meetings

•

Annual General Meeting (AGM)- A formal meeting which is organised annually by a company. The directors/operating body of the company call for this type of meetings. AGM is open for all the shareholders of the company. These meetings remain open for media and require a solid planning. A private limited company should also organise an AGM according to AOA but, there is no statutory compulsion to do so according to Companies Act 2006.

Types of Meetings

•

Extraordinary General Meeting (EGM)-This type of meeting is called to tackle urgent matters which require resolution between AGMs. (For companies registered and formed under the Companies Act 2006, the word-

‘extraordinary’ has now been dropped.) The same principles is applied while noting down the minutes of the meeting.

Types of Meetings

•

Local Authority meetings-With regard to the transaction of local authority business, individual authorities may have their own preferences concerning the form of the minutes. There should be clear and concise emphasis on recording of the decisions taken and the reasons for taking the decision. The style of recording minues may be different for committee minutes, but there should be similar emphasis on precision and clarity.

Types of Meetings

•

Committee meetings- These meetings can only be attended by the members of the specific committee designed to manage specific issues. There are number of committees within an organisations according to the requirements of the organisation and in terms of nature and purpose of the committee the minutes may vary. The general principles of clarity and brevity must be there always.

Types of Meetings

•

Board meetings- The directors of a company are responsible smooth operation of business. They are responsible for better management of business on a day-to-day basis. Minutes of board meetings provide the

evidence of the decision taken there regarding the duties and responsibilities assigned to the directors of the company so later on directors can not deny while legal and statutory implications of the matters.

Types of Meetings

•

Management meetings- The forms of these types of meetings may vary according to the structure of the organisation. The management meetings takes- managerial decision making at different levels of the management like Top management, middle level management and lower level management.

The general principles of recording minutes effectively is applied. The style and format should be based on established practice.

Types of Meetings

•

Conferences and ‘away-days’- When organisations organise management conferences, they keep the a record of the proceedings of the conference.

The format and style of proceedings may vary according to the requirements and preferences of the organisation. In conferences, parallel sessions are also conducted. These type of meetings generally involve sessions and presentations on a particular subject or theme, sometimes delivered by the participants outside the organisation.

Types of Meetings

•

Departmental meetings- These meetings are periodic and attended by all the staff members to discuss and resolve the departmental issues like setting the objectives, reviewing the performance, action taken reports and any other items related to the department.

•

Steering group meetings- A steering group is generally formed to undertake take an overview of a project. The steering group involves senior executives, project handlers and external advisors and experts of that particular project or work. Minutes should be recorded for steering group meetings.

Types of Meetings

•

Team briefings- Team briefings are called by the team leader to discuss the matters and issues related to the objectives, performance review, allocation of tasks and motivational issues with members of the team. A formal

minutes is not usually required in such a meeting as the focus remains more on actions and who will take the responsibility. Therefore, a set of notes detailing the key actions to be taken.

Types of Meetings

•

One-off informal meetings -These can take place anywhere at any time.

They may be informal discussions between one or two employees or a small group. It would be very unusual for any notes to be taken at gatherings like this, but this does not mean that such meetings carry no value; some of the most creative ideas are often generated over a cup of coffee!

Types of Meetings

•

Project team meetings- there n number of reasons to form Project teams. In an organisation there are different projects being carried out simultaneously.

Large projects, such as the establishment of new business branch, would essentially require the formation of sub-groups to handle different sides of the project.

Effective and Ineffective Meetings

•

_Cont’d