7/28/2019 Business- Group Meetings

1/18

Meetings

7/28/2019 Business- Group Meetings

2/18

What is a meeting?

A meeting is a get- together of a group ofpersons to discuss ways and means to deal

with a specific time- bound task assigned.

Formal meetings like those of governmentbodies follow the rules very strictly while those

of voluntary organizations may be informal.

Committees are statutory bodies that are

bound by rules and regulations. They arerequired to record their proceedings and

decisions as minutes and may also submit a

report.

7/28/2019 Business- Group Meetings

3/18

Why are meetings held?

To convey information to the members.

To gather information from the members.

To gather new ideas or suggestions for the

execution of a task.

To take decisions of matters affecting thegroup or the organization.

To resolve conflict and confusions.

To persuade members to accept changes. to generate a positive attitude among the

participants.

To discuss problems and issues of common

interest.

7/28/2019 Business- Group Meetings

4/18

Importance of a meeting

Meetings are held for specific work, to be done ina specified time.

For the purpose of conducting business on

matters of common interest to all of them.

They provide a channel for upward, downward

and lateral communication, and facilitate

exchange of ideas.

It is a means of coordinating the solutions toproblems faced by the organization.

7/28/2019 Business- Group Meetings

5/18

Procedure of convening a meeting

Meeting is a powerful tool for solving problems as itbrings together brain power, creativity, experiencetogether.

Announcement of the meeting must be made in theform of a notice mentioning date, time and venue in

writing and sent to all members along with a welldefined agenda at least a week before the meeting.

NOTICE:

To all members entitled to attend and vote at themeeting.

Must be given in writing before the specified numberof days from the date of the meeting.

It must specify the date, time and place and the

7/28/2019 Business- Group Meetings

6/18

Agenda- agenda means business to betransacted at a meeting. It also sets out the order

in which business is to be transacted at the

meeting. A copy of the agenda must be sent tothe members along with the agenda of the

meeting.

7/28/2019 Business- Group Meetings

7/18

TRIVENI CEMENT INDUSTRIES LIMITED

----------------------------------------------

---------------------------30 November, 2011

NOTICE

Notice is hereby give that the second meeting of the

board of Directors will be held at the registered office ofthe company, M.G. road, at 3.30 p.m. on Friday, 17

December 2011.

The agenda is attached.

Kamal Narayan

secretary

To Members of Board of Directors

7/28/2019 Business- Group Meetings

8/18

--------------------------------------

-----------------------------------

date

Agenda for

Confirmation of the minutes of the last meeting.

Confirmation of the appointment of Directors.

Accommodation for the branch office at

Allahabad.

Date for the next meeting.Any other matter with the permission of the

chairman.

Kamal Narayan

secretar

7/28/2019 Business- Group Meetings

9/18

Objectives- The purpose of the meeting should be clear to the

convener and participants.

A meeting with indifferent participants is a waste oftime.

The objective is to follow the plan and keep thediscussion on track.

Topics- Limit he number of topics so that they can be

covered within the time allotted to the meeting. Easy items should be taken first to make quick

progress.

If there is a large topic it should be structured

logically.

7/28/2019 Business- Group Meetings

10/18

Time-A starting and an ending time should be set for the

meeting

When your time is limited, you need to determine in

advance how much time will be needed to covereach item.

If the planned time on the agenda is running out the

facilitator may ask the group to come to a

conclusion.

7/28/2019 Business- Group Meetings

11/18

Venue- The meeting room should be comfortable and

convenient for accommodating the members. It should be free from any noise.

Seating arrangements can be done in a circular or

U- shaped pattern with the head facing all the

members.

Proper lighting, temperature and equipments should

be controlled beforehand.

Writing paper and pens are essential. Lastly to facilitated interaction name plates can be

placed on the table.

7/28/2019 Business- Group Meetings

12/18

Participants- Follow the items on the agenda and if there is no

agenda then stay within the general limits of the goalfor the meeting.

They should collect in advance all necessary

information useful to discussion at the meeting.

For effective meetings the members should display apositive attitude and hold meetings amicably and

harmoniously with cooperation among each other.

Never engage in side conversation or shuffle papers.

7/28/2019 Business- Group Meetings

13/18

Leading a meeting

There must be a chairperson to preside over themeeting.

For the effective conduct of the meeting the

chairperson requires tactfulness, patience, good

sense of humour and sound knowledge. The leader must be well prepared and must

know the meeting tasks.

Starting the meeting on time shows respect forthose who come on time, it also demonstrates to

late- comers that punctual attendance is

expected.

7/28/2019 Business- Group Meetings

14/18

After ensuring the requisite quorum, the

chairperson should call the meeting and ask the

secretary to read the agenda of the meeting.

Restatement of the objective of the meeting

clarifies the confusion arisen out of the agenda

items.

The facilitator may ask someone to take notes,or the secretary may be acting as note- taker.

The opening statement should be short, crisp

and vivid.

After the discussion starts the chairperson

should concentrate on how to deal with the

members. Time should be allocated to each

member for speaking and check the members

7/28/2019 Business- Group Meetings

15/18

the chairperson should summarize the

discussion at appropriate intervals and at the endof the discussion.

The chairperson should liaison with the secretary

so that the proceedings of the meeting are dulyrecorded.

To conclude the discussion efficiently, the

chairperson should firmly state the results of the

discussion.

The chairperson should formulate the plan of

action for the implementation of the decisions

reached.

7/28/2019 Business- Group Meetings

16/18

Minutes of meetings

Minutes is a clear and concise official writtenrecord of the decisions taken at the meeting of

the company.

At the close of a meeting, the secretary or the

concerned person should proceed to draft the

minutes of the meeting.

7/28/2019 Business- Group Meetings

17/18

Contents of minutes

The kind of meeting with date, time and place.

The name of the person in chair, name of

Directors, secretary and persons in

attendance and the name of members inmeeting.

The reading and confirmation of the minutes

of the last meeting, signed by the chairman,

together with any matter arising from theminutes and decisions taken, if any.

The names or number of absentees.

7/28/2019 Business- Group Meetings

18/18

A brief subject heading of each minute withfull terms of resolution adopted.

The financial statements, reports receivedfrom officials or committees may be

incorporated in the minutes in the form of

Appendix

Signature of chairman and date of verification

of minutes as correct.