Manage Meetings: Tips, Roles, and Procedures for Effective Meetings

This article provides tips, roles, and procedures for managing meetings effectively. It covers topics such as quorum, procedural motion, proxy, conflict of interest, setting objectives, assembling attendees, creating an agenda, maintaining control, taking follow-up, and more. It also discusses the different types of meetings, the advantages of face-to-face and tele-conference meetings, and the importance of meeting minutes. Additionally, it includes a sample meeting agenda and email invitation. Subject, course code, and college/university are not mentioned.

Manage meeting

TABLE OF CONTENTS
TASK 1............................................................................................................................................4
1....................................................................................................................................................4
2....................................................................................................................................................4
3....................................................................................................................................................4
4....................................................................................................................................................4
5....................................................................................................................................................5
6....................................................................................................................................................5
7....................................................................................................................................................5
8....................................................................................................................................................5
9....................................................................................................................................................6
10..................................................................................................................................................6
11..................................................................................................................................................7
12..................................................................................................................................................7
13..................................................................................................................................................7
14..................................................................................................................................................8
15..................................................................................................................................................8
16..................................................................................................................................................8
17..................................................................................................................................................9
18..................................................................................................................................................9
19..................................................................................................................................................9
20................................................................................................................................................10
TASK 2..........................................................................................................................................10
1..................................................................................................................................................10
2..................................................................................................................................................11

3..................................................................................................................................................12
4..................................................................................................................................................12
5. Minutes meeting ....................................................................................................................13
REFERENCES..............................................................................................................................15

TASK 1
1
 Quorum: It is a minimum number of members needed to conduct a meeting
 Procedural motion: It is related to how the meeting is conducted.
 Proxy: It is substitute sent by any members to attend meeting on their behalf.
 Conflict of interest: It means person is involved in more than one interest with other
during a meeting (Benzerdjeb, 2021).
2
 Set objectives
 Assemble attendees
 Create an agenda
 Maintain control
 Take a follow-up
3
 Set an agenda which needs to be discussed
 Gather all the necessary information for meeting
 Choose a location and provide adequate time to explore issue
4
Before conducting a meeting. there is a need to arrange the key elements which are:
 Clarify the aim and purpose of conducting meeting
 Schedule a meeting with its defined location and time.
 Create an agenda for a meeting before informing the meeting (Lehmann-Willenbrock and
et.al., 2017).

5
The role of a chairperson is to set an agenda because it is the main role which needs to be
finalized by him only. Another role is to ensure that there will be no inequality at meeting and
make sure that fairness is performed within a meeting. This helps to run a meeting in an effective
manner and meet the developed aim easily.
6
The essential job of Chairperson is as mentioned below:
 Providing leadership to the board so that the meeting is run in an effective manner by
complying with the aim and objectives.
 Make sure that there will be proper information flows in the meeting and no one will
mislead the information so that aim can be achieved
 Planning and conducting the board meeting effectively so that agenda of the meeting will
be fulfilled (Gray and et.al., 2019).
7
Chairperson needs to monitor the participation of all employees by ensuring that all the
attendees contribute and also hear the agenda so that Chairperson will maximize the
opportunities offered by meeting in order to make effective and valid decisions.
8
a. In order to control the dominating personality within a meeting, acknowledge a contribution
with only body language without any dialogue. Also, encourage others by calling their name in a
discussion that assists to strop facing such situation.
b. In order to involve the shy person in a meeting, there is a need to pose an open-meeting
questions and ask the same with individual that helps to involve them in a meeting. Always
provide meeting agenda at least one day before a meeting that helps others to make themselves
aware regarding a meeting (Nyquist, Allen and Erks, 2018).
c. It is quite common to have a private conversation within a meeting and to stop such situation,
chairperson may stand by the people who are engaged in a conversation. Also, can call out the

behavior within a meeting that helps to make them realize that private conversation should not be
allowed (Scott and Wilton, 2021).
9
Group dynamics is described as the effects of these roles and behavior on other groups
members. Thus, a group with positive dynamic is easy to spot and it helps to conduct a meeting
in an effective manner.
10
Role Definition
Initiator Propose original ideas that helps to approach within a
meeting so that all members can take interest within a
project.
Clarifier They mainly clear the confusion within a meeting in order
to deliver the correct message to others. At last they offer
conclusion for end up a meeting (Brandth and Kvande,
2019).
Dominator Such type of person mainly asks many questions within a
meeting and distract people from their active
participation.
Degrader The role of a degrader is to lower down the quality or
character within a meeting so that effective results cannot
be determined.
Distractor Such type of people having a side conversation who not
only disrupt the meeting for others but with their
conversation active participation affected.
Supporter The role of support person within meeting is to provide
emotional support to the employees and takes notes
whenever required so that effective results can be
generated.
Gate keeper Such type of people keeps the meeting participants on a
track and if their track is not proper then brings them back
to current agenda.
11
The two ways of conducting meeting are:

 The stand-up meeting: Here, only core element of a meeting will stand up rather than
sits. This further keeps the meeting at a fast pace and all the attendees feel more energetic
and such meeting are short in time i.e. 15 minutes only.
 Tech- focused: It is the used to get the employees relaxed from boredom from regular
meetings. This in turn assist to engage the audience within a meeting for long time and
also helps to engage within a meeting as per their wish.
12
Advantage of using face to face meeting:
 It helps to build strong relationship within a company because face to face discussion
helps to solve the issue directly and strengthen the relationship between colleagues.
 Assists to generate the loyalty and trust among employees which helps to increase
emotional relationship (Allen and et.al., 2021)
 It helps to make employees more focused and productive so that effective results can be
generated. It is so because employees have a strong trust with their colleagues that helps
to attain the defined aim
For example, In Tesco when leaders face issue regard to employee lower performance, they start
conducting face to face meeting that helps to solve the issue and generate effective results. This
assists to solve the issue and satisfy both employees and employers.
13
The main advantage of conducting meeting on tele-conference are as mentioned below:
 It reduce the travel time and expenses for the company which assists to make all the
employees able to attend meetings on a time.
 Company can conduct a meeting on same day because on web or teleconferencing all the
employees are available and this in turn assists to generate effective results
 Better communication between members and coordinator so that miscommunication can
be reduced that helps to generate effective results.

For example, Tesco is deal with different locations and that is why, it is not easy to conduct
face to face meetings. for that teleconferencing and web conference are used that assist to call
between two separate locations so that effective results can be generated.
14
Using webcam for meeting allow the users to meet face to face even when person are at
different locations. This is convenient method that helps to create more personal alternative than
audio-calls that assists to save money and save time as well (Kim and Park, 2021). For video
conference, mainly person need to share the screen and for that effective results can be generated
because it helps them to understand about the agenda of meeting so that their objectives can be
met.
15
There are different meeting applications that are used by corporates which are as listed
below:
 Zoom
 Slack
 Skype
16
The main purpose of agenda is to give participants a clear outline of what should happen
in a meeting and who will lead each task during a meeting. Along with this, how long the
meeting will be held with proper information that reflected meeting should be conducted on
time. The five items which needs to be included in agenda are as mentioned below:
 Define a meeting goal
 Outline the list of meeting agenda topics for discussion
 Identify the list of required attendees
 Body of agenda
 Call the questions

17
Meeting minutes are the official record of an actions whose main purpose is to document
the group’s complying to proper procedure and an association by law’s. This in turn assists to
generate the effective results and record everything that was said in a meeting. The five
important item that need to be included in a meeting are as provided below:
 Date and time of the meeting that happened (Goodstein, 2021)
 Name of all attendees who present during a meeting or absent.
 Acceptance or amendments made o previous meeting minutes that helps to generate
effective results
 Decisions made regarding each item mentioned in an agenda
 Outcomes of elections needs to be mentioned in the meeting.
18
Formal minutes meetings usually are committee, boards, groups where each individual
have their own roles and responsibilities. Further, a quorum is defined in the meeting that helps
to meet the defined aim of a project. On the other side, informal minutes meeting also have a set
agenda but it does not have any specific structure that needs to be followed while writing a
minutes. This assists to discuss the same within each other and meet the defined aim.
19
a. Notice in writing of every meeting must be given to each members if the company so that they
all come to know about meeting. Along with this, notice should also give to directors and
auditors of the company.
b. Under Corporation act, 2001, it has been analyzed that the notice must be given in two forms.
Such that written notice of meeting of a company’s members must be given individually to each
member so that they are entitled to vote at a meeting (Benzerdjeb, 2021). Another way is notice
to joint members which must be given to joint members who are named at first in a register of
members.

20
In each organization, common policy and procedure is used to conduct a meeting which
are as mentioned below:
Legal requirement: this is the policy and procedure which are required from some firms
and as per the agenda, chairperson draft a minutes for meeting that helps to meet the defined aim
of a company.
Organizational requirement: This is not actually required by the company as per law,
but also seen or introduced to increase transparency as well as protect the shareholders to ensure
that employees are working in a safer workplace that is free from health hazards (Lehmann-
Willenbrock and et.al., 2017).
TASK 2
1.
Meeting Agenda
Leadership Conference 2021
Meeting Date: June 2019
Meeting
Time/duration:
20 minutes
Meeting Location: At the workplace conference hall
Attendees: 7
Chair: 8
Please bring &/or read: Please read the agenda and essential key point attached with the
document and also prepare own questions that can be asked within a

meeting
Agenda Items T
i
m
e
A
l
l
o
c
a
t
e
d
1 Welcome and apologies 2 minutes
2
Issues discussed
10 minutes
3
Ask questions or free discussion
5 minutes
4 Writing minutes
3 minutes
5 See –off 2 minutes

2.
The two topic which are listed below:
 Reactive leadership: During pandemic, the entire businesses needs strong option that
helps to meet the defined aim. Also, during this time, the worker-employer relationship
become reactive and this also feels compelled to respond in a moment to express their
preference. That is why, such time of situation increases the reactive leadership where
plans are not made to handle the problems and opportunities. This in turn reflected that
instead of being reactive, there is a need to respond the situation so that situation can be
controlled effectively. Rather than reactive, start becoming proactive that helps to lead a
time in effective and attain goals. Hence, without proper interaction between the
employees, leaders should not make any action that causes negative impact upon the
business.
 Impersonal: In the workplace, the relation between the people need to be professional
because there are limited jobs due to oversupply of talent. Further, the work of employees
are irreplaceable and it should not affect the quality, for that there is a need to make the
relation impersonal in order to develop effective strategy. Also, it can be stated that there
is a need to generate the effective results by using correct leadership style at workplace so
that the chances of communication error can be minimized.
3.
To All team members (email id)
CC Board of directors (email-id)
BCC
Subject Regarding meeting
Good morning to all,
The email is written to inform you all that there will be a meeting on 23rd
June 2021 where leadership conference 2021 which will be held on October

2021 discussed. For that, you all are requested to join in a meeting at 3:00
PM where all the meeting policy and procedure discussed that helps to
describe the meeting agenda in more details.
Further, the same is also informed to Administration and Project Officer so
that they can book the same room for conducting meeting and make proper
arrangement so that there will be no issues identified.
I am requested you all to please attend the meeting and we are obliged if
you all share your views in order to generate the better outcomes.
Thanking you.
4
There are three phases for conducting a meeting which are as mentioned below:
Prior to the meeting: Before conducting a meeting, it is a duty of the chair person to ensure that
all the relevant arrangements are performed so that effective results can be generated. Also, as
per the legal requirement, ensure that health and safety requirements are adhered because during
a meeting there may be many hazard which include slipping, electrical hazard that affect the
overall environment. To rectify the same, it is necessary to take care of all the essential things so
that it does not cause any adverse impact upon project.
During meeting: Introducing myself in a meeting before moving to respective agenda and
ensure that all the team member have the copy of agenda. further, state the purpose of conducting
meeting so that majority of the members become clear. The tenure of the meeting must be
describes and conducting meeting for long term start leading employees towards boredom. By
keeping the time frame of a meeting, I started wrapping up the discussion and reach to the
conclusion because after then, I have to conduct an open session that contribute to other
members to put their views. In this, I must ensure that there will be no inequality and all the
members must put their views in an ethical manner so that effective results can be generated.
After the meeting: After completing the meeting, it is necessary to write minutes so that all he
key information can be jot down and when next meeting will be held it will help to determine
which new policy added in the workplace so that it cannot affect the results in negative manner.
That is why, it is necessary to take a feedback from the core person so that effective results can
be generated and identify the loopholes as well.

5. Minutes meeting
Date: 23rd June 2021
Time: 3:30 PM
Place: Boardroom of Grow management consultants
Attendees: 7
Apologies: 0
Item Description
1
Meeting purpose: To let all the key member
know about Leadership Conference 2021 which
will be held on October 2021. For that,
preparation needs to be done through the
meeting.
2 Review of previous meeting
3
Item discussed
Outcomes
4
Item discussed
Outcomes
5 Meeting close:
6
Next meeting: Next month i.e. July 2021
Time: 5 PM
Date: 25th July 2021
Place: Boardroom of Grow management consultants
Minute taker: Chairperson
Signed:
Name: Mr. Joseph

Date: 23rd June, 2021
TASK 3
1) Meeting agenda: Social event for work- life balance.
Meeting date: 01/10/21
Meeting duration/ time: 15 minutes
Meeting location: Conference room at third floor
Attendees: 10
Chair 12
Essential things to do Please come with ideas regarding various
activities that will be helpful in maintaining
work- life balance. Make notes of your ideas
regarding social activities and conduct prior
research for the same.
Agenda items Time frame
Welcome speech 2 minutes
Importance of work- life balance 3 minutes
Listening to ideas of activities 6 minutes
Asking questions and free discussion 3 minutes
See- off 1 minute
Sending email to staff attending the meeting

To All senior members (email ids)
CC Board of directors (email ids)
BCC
Subject Regarding meeting for conducting social activities.
Good morning to all,
This email is written to inform you all that you must be present in the meeting
that is conducted, dated 01/10/2021, in the third floor conference room. The
agenda behind conducting this meeting is to share ideas of social activities that
will help the employees of the company in having work- life balance. This
meeting will take 15 minutes of your working time. Everyone is supposed to
come with notes regarding activity ideas. Please note that, each individual is
supposed to have at least 2 ideas that they will take to the meeting.
I request you all to attend the meeting at sharp time and avoiding any delays for
the same. We are obliged for you all to share you views and ideas to generate
better results within the organization.
Thanking you.
Attachment explanation: The attachment has all the details about the place, time and venue for
the upcoming meeting.
Conducting the meeting
The meeting begin with introducing the main aim of the meeting that is to share ideas to develop
activities that will the employees with proper work- life balance. It begin with encouraging all
the staff attendees to brainstorm ideas and think out of the box about the activities that are fun
and easy for the employees and give their major contribution towards this initiative.
During the meeting: each of the 10 members of the meeting, shared their ideas. There was a good
discussion on each of the idea. Day, time and budget of social activities is decided as to be
conducted on Wednesday but after 5 pm. The maximum budget for each of the activity is $500.
The meeting was adjourned by giving assurance to the staff attendees of receiving an email that
will include all major outcomes of the meeting.

Draft email
To All senior members (email ids)
CC Board of directors (email ids)
BCC
Subject Outcomes of the meeting conducted at 01\10\2021
Good morning,
This email is regarding the major outcomes from the meeting conducted with
the agenda of conducting social activities for having work- life balance. It is
decided that social activities will be conducted on each Wednesday after 5 pm.
The activities conducted includes, nurturing the network and growing it based
on priority and Working on personal hobbies.
Please note that there will be some correction to this email and will be sending
the corrected one shortly.
Thanking you.
Attachment explanation: It has schedule of the selected activities for work- life balance.
Revised email
Attachment detail: It has the final schedule of the activities for work- life balance within the
organisation.
To All senior members (email ids)
CC Board of directors (email ids)
BCC
Subject Outcomes of the meeting conducted at 01\10\2021, revised version
Good morning,
This email is for all the senior member that attended the meeting for having
social activities for the purpose of improving work- life balance within the
employees of the company. The final points and outcomes from the meetings

include agreement of conducting social activities. It is decided by the senior
members that these activities will be conducted on each Wednesday and after
5pm. The activities that will be conducted includes,
1.Nurturing the network and growing it with regard to the priority.
2. Working on personal hobbies.
Please note that this is a revised email of the previous one and the details
mentioned are final.
Thanking you.

REFERENCES
Books and Journals
Benzerdjeb, S., 2021. Meeting business students’ English language needs in the Algerian tertiary
education. Global Journal of Foreign Language Teaching. 11(2). pp.124-139.
Lehmann-Willenbrock, N. and et.al., 2017. The critical importance of meetings to leader and
organizational success: Evidence-based insights and implications for key
stakeholders. Organizational Dynamics. 47(1). p.32.
Gray, P. and et.al., 2019. Workplace-based organizational interventions promoting mental health
and happiness among healthcare workers: A realist review. International journal of
environmental research and public health. 16(22). p.4396.
Nyquist, E., Allen, J. and Erks, R., 2018. When the boss came to the meeting...: Hierarchical
distance and emotional labor in workplace meetings. Consulting Psychology Journal:
Practice and Research. 70(3). p.207.
Scott, J. and Wilton, R., 2021. 13 Meeting People Where They’re at. Social Enterprise, Health,
and Wellbeing: Theory, Methods, and Practice.
Brandth, B. and Kvande, E., 2019. Workplace support of fathers’ parental leave use in
Norway. Community, Work & Family. 22(1). pp.43-57.
Allen, J. A. and et.al., 2021. The Ubiquity of Meeting Lateness! A Cross-Cultural Investigation
of the Small to Moderate Effects of Workplace Meeting Lateness. Cross-Cultural
Research, p.10693971211024193.
Kim, M. and Park, M. J., 2021. Effect of good meeting practices and interactional justice on
online workplace informal learning in Korea. Information Development,
p.02666669211007189.
Goodstein, J., 2021. Implementing Giving Voice to Values into the Workplace: Insights from the
experience of four organizations. In Giving Voice to Values (pp. 144-164). Routledge.