 A meeting is a gathering of two or more people

where various issues are discussed.

 Or it is an extended communication dealing with
some particular topic. Meetings enable face to
face contact of number of people at the same
time.
 Provides opportunities for sharing information,
making suggestions and proposals, taking
discussions and obtaining instant feedback.
 They facilitate exchange of views.
 Exchange of information
 Deliberation on specific issues
 Removal of misconceptions
 Elaboration and clarification of concepts and
ideas
 Finalization of plans and strategies
 Review of performance
 They facilitate intensive interaction with
individuals as well as groups, and achieve
much more than any written communication
 It provide an opportunity for joint consensus
 To coordinate or arrange activities
 To report on some activity or experience
 To put forward ideas for discussion
 To instruct a group of people, briefing
 To discuss and solve problems related to
business
 To give and get new ideas and immediate
reactions
 To generate enthusiasm and positive attitude.
 To arrive at consensus on issues.
 To learn from others and to train others.
 Communication with other parties to inform of
give external input
 Considering and enabling successful planning
throughout the organization
 Adjourn -close meeting for the time being and
reconvene it later
 Adopt -to approve and accept (accounts,
reports, or recommendations)
 Agenda -list of items to be discussed at a
meeting.
 Ballot - procedure where votes are registered
in writing.
 Minute- formal record of meeting, usually
recorded and kept by secretary.
 Quorum is the minimum number of people
required for the meeting to be valid.
 There are various aspects that one should consider
when organizing or intending to convene a
meeting. The aspects to consider are as follows:
 Planning: Asking whether the meeting is necessary
(purpose of the meeting)
 Think of the objectives that the meeting is
intended to achieve.
 Decide who has to attend, when and where.
 Prepare the agenda in a logical way.
 Ensure that the minute of the previous meeting is
ready.
 Determine the costs that are going to be incurred
and budget accordingly.
 Notification: Notify the members concerned about
the meeting. The notification should indicate:
 Name of the organization/section/unit or
department in which the meeting is organized.
 The title of the meeting
 The date when the notice was posted or
distributed to members.
 The purpose of the meeting.
 The date and time for holding the meeting.
 The place where the meeting is going to take
place.
 Members who are supposed to attend
 Agenda of the meeting
 Name and signature of the notice.
 Preparation of the venue. The venue has
to be prepared in advance in order to
avoid interferences or inconveniences.
 Preparation of writing materials for
recording the decisions made during the
meeting.
 Prepare and distribute rules and
regulations that govern the conduct of
the meeting.
 The procedure of conducting the meeting is as
follows
 Opening the meeting.
 The chairman/chairperson opens the
meeting when the quorum has been
attained. He/she welcomes members and
announces apologies from members who
did not attend the meeting for various
reasons.
Minutes of the previous meeting.
This features when there has been another
meeting before the one at hand. If the
meeting is the first one, no need for
minutes of the previous meeting. After
reading the chairperson signs the minutes
as true record of what transpired in the
previous meeting. Thus minutes are said to
have been confirmed
 Matters arising:
Here any member with a query or
question on the implementation of a
decision made in the previous meeting
will raise the hand and ask for reasons
or clarification. A chairperson or
secretary can answer or give
clarification.
 Deliberations on the new agenda.
After reading the previous the minutes
of the previous meeting and matters
arising, members move to the
substantive items of the agenda of the
meeting. The items are discussed and
resolutions are made. Items are
introduced by the chairperson.
 Any other business: (AOB)
This provides an opportunity for any
incidental queries which do not merit a
specific agenda item. It is the duty of
the chairperson to sort out these
queries or issues and accept only those
which can be dealt with.

 Closing the meeting. This is normally

done by the chair who declares that the
meeting is officially closed by specifying
the exact time of closure.
In any meeting there are formal rules that are to
be followed so that the meeting to be
successful. Some of which include the
following;
 They must have clear and specific agenda and
sub agenda
 Time limit should be specified for each item of
the agenda and sub agenda
 The notice of the meeting should be sent well
in time before the meeting, to those who are
required to attend the meeting and can make
useful contributions
 Every member has rights equal to every other
member.
 The will of the majority must be carried out.
 The minority must be heard, and its rights
protected.
 Only one topic is to be considered at a time.
 Don't dominate the discussion
 Listen to others
 Encourage participation for ideas
 Don't interrupt unnecessarily
 Give full attention to discussions
 Stay close to the subject
 Don't have side conversations
 Record ideas/discussions
 Annual General Meeting (AGM)
A meeting held every year once to inform an
organization's members of previous and future
activities. (Assess the business) This meeting is
often required by law or the constitution or charter
of an organization.

 Board meetings
A management meeting involving the board of
directors of an organization.
They are held as much as individual companies
require
Attended by all board members and chaired by
chairman of board.
Committee meetings
A meeting of a group set up from a larger
group to manage specific issues.

 Senior management meeting

A meeting of senior members of an
organization, but not including the board of
directors.
Attended by managers like marketing
manager, production manager, sales manager,
finance manager, research and development
manager.
 Departmental meeting
A meeting of the staff in a department for
planning, discussion and reporting.
Chaired by chairman of the department e.g
Finance dept
Quality dept
Export dept
 Staff meetings
A meeting of all the staff from part of an
organization. It aims at scheduling the working
within the dept
Chairperson/facilitator
A proper meeting must have a
chairperson to chair the proceedings.
The chairperson is required to control
the meeting procedures and has the
task of:
 Declaring that the meeting is open
 Making sure proper notice is given and
there is an agenda listing all items
needing to be covered;
 Checking (and usually signing) the
minutes of previous meetings;
 Keeping time (important – to ensure the
meeting gets through its business in the
allocated time);
 Dealing with the order of business;
 Facilitating discussion;
 Keeping order;
 Refocus discussion that has wandered off
the point.
 Conclude one point and lead into the next.
 Highlight important points.
 Assist the secretary if necessary.
 Clarify any misunderstanding.
 Declaring the result of any motions, such as
what has been resolved;
 Making sure decisions are reached on issues
discussed and that everyone understands
what the decisions are; and
 Declaring the meeting closed.
 Ensuring everyone has an opportunity to
speak;
 Receiving motions and putting them to the
vote;
 To make the arrangements for the meetings,
and keeps formal records of the group’s
process and decisions: the minutes of the
meeting. This may
include keeping records of correspondence.
 To record the names of the members at the
meeting and ask for any more apologies
 To table the Minutes of the last meeting
 To note any decisions on correspondence
 To record the meeting’s decision on every
Agenda item,
 To include formal motions and amendments;
and any action items
 help the Chairperson count votes if
necessary
 Find a room for the meeting.
 Meet the chairperson and agree an agenda.
 Send out a notice to committee members of
where and when the meeting will take place
and the agreed agenda.
 Prepare all papers needed for the meeting at
least a week beforehand. The papers should
include correspondence since the last
meeting and minutes, which are a record of
the last meeting.
All members in the meeting have some
responsibilities to perform. They include the
following
 Arrive on time.
 Keep an open mind.
 Listen to the opinions of others.
 Participate.
 Avoid dominating the proceedings.
 Avoid conflict situations.
 Avoid side conversations which distract others.
 Ask questions to clarify understanding.
 Note down any action agreed upon. (use: Note-
Taking)
 After the meeting, undertake any agreed action
and brief others as appropriate.
 According to Taylor (2004) Minutes of meeting are the written
record of what took place at a meeting

 Minutes are the official records of an organization. It is

crucial that they are accurate since they are the legal record of
the proceedings and actions of the organization (Sylvester,
2014)

 Minutes are the official record of organization which

are permanent record of the meeting for future reference.

 Minutes of Meeting describe specify what was discussed

and decided in a meeting. They should be written in the past
tense using third person and reported speech.
 Use reported speech, using passive verbs as
much as possible.
 Minutes of each meeting must have a heading
containing the nature of the meeting.
 Date, time, number of the meeting and place at
which the meeting was held should be
mentioned.
 Indicate the members who were present and
their respective capacities or positions.
 Each item should be numbered and given a brief
heading.
 Number the minutes logically and clearly for
reference purposes.
 Be selective, accurate and brief in your writing.
 The tone of minutes should be impersonal.
Don’t specify the feelings of particular
members.
 Dates and figures should be clearly
mentioned to avoid ambiguity and
misunderstanding
 Record a special resolution indicating the
number of those who were in favour and
those who were not.
 The secretary should take notes when the
meeting is going on. If a clarification is
required, it should be sought immediately.
 Keep your notes until the minutes have been
confirmed and signed in the next meeting. This
helps to clarify questions posed by members
on whether what is recorded is what was said.
In such a situation, you will refer to your notes.
 Draft the minutes as soon as possible after the
meeting. If you keep them for too long, there is
possibility of forgetting.
 Use simple language when writing minutes.
 Minutes can be recorded either in a tabular (block)
form or in the form of continuous paragraphs
 Tabular format of minutes
Board of Directors’ Meeting Held On 21 st
December, 2019 in Lumumba Complex

 Attendance
a) Present:
1. Mlenga Maliku
2. Alex Chimalaunga
3. Mfuko Kanyole
4. Mwano Mpanga
b) Absent with apology
1. Kamaliza Nsima
2. Kimili Nzowo
3. Sanzuka Ntwale
4. Kalokoloko Kamalwa
 S/N
 Subject of Minutes Detail of Minutes

 1. Opening the meeting The meeting was opened at 10:00pm.
Welcoming speech The chairman delivered a speech to
welcome all new members who had just joined the
organization

 2. Reading the minutes The secretary read the minutes

of the previous meeting

 3. Matters arising There were no matters

arising from the previous meeting. So
members went on deliberating on the
agenda of the day.
 4. Adoption of the agenda
 5. AOB
 6. Closing the meeting The meeting was closed by the chairperson by

thanking all the attendees and wishing them safe journey back home.
 Board of Directors’ Meeting Held On 21st
December, 2019 in Lumumba Complex

a) Attendance
Present
1. Mlenga Maliku
2. Alex Chimalaunga
3. Mfuko Kanyole
4. Mwano Mpanga
b) Absent with apology
1. Kamaliza Nsima
2. Kimili Nzowo
3. Sanzuka Ntwale
4. Kalokoloko Kamalwa

 Opening the Meeting

The meeting was opened at 10:00pm.

Welcoming Speech
The chairman delivered a speech to welcome all new
members who had just joined the organization

 Reading the Minutes

The secretary read the minutes of the previous
meeting
 Matters arising

There were no matters arising from the previous

meeting. So members went on deliberating on the
agenda of the day.

Adoption of the agenda. The items of the agenda were

adopted and fully discussed with resolutions on each
item

 AOB. No any other business was raised

 Closing the meeting. The meeting was closed at 2:34

pm by the chairperson by thanking all the attendees
and wishing safe journey back home.
Minutes of a committee meeting of ………………………….
Held at ……..
On ……………..
Time …………..

 Present: List all members present, giving both

surnames and their positions. Put the
Chairperson first with “chair” in brackets
beside their name.
 Apologies: Received from ………………..

 Minutes: The minutes of the meeting held on

…………… were circulated. Either
 (name) moved that the minutes as circulated be taken
as a true and accurate record (if no amendments).
Or
(name) moved that the minutes as circulated, with the
addition of the above amendments, be taken as a true
and accurate record.
 Matters Arising from the Minutes:

List any discussion and decisions made.

 Adoption of the new agenda

The new agenda was read, discussed and adopted by

the members.
 AOB. No any other business was raised

 Closing the meeting. The meeting was closed at 2:34

pm by the chairperson by thanking all the attendees
and wishing safe journey back home.
THANKS