Importance of Meeting Management

Running Head: MEETING MANAGEMENT
MEETING MANAGEMENT
Name of the Student
Name of the University
Author Note

1MEETING MANAGEMENT
Answer to TASK 1
Answer to Question 1
Quorum
Quorum is an essential term related to organisational meetings. It refers to the least number from
representatives of an organisation without whom any meeting cannot happen. The actual number of
people that should be in a quorum is decided by the rules of the organisation. Sometimes the proportion
of the representatives in a quorum depends on the average number of members in that organisation.
Procedural motion
This refers to the motion related to the procedure of the meeting conducted. In case of a business
meeting, such motions accelerates the untroubled transaction of the business, but these motions can also
be applied, in order to extend and disrupt affairs. Some of them can be used to alter the sequence of the
meeting agenda as well as include or exclude items, stop discussion to take serious decision, prevent or
postpone decisions. Some of the procedural motions are called formal motions.
Proxy
Any representative of an organisation who is authorized to attend the meeting on behalf of
another member who is unable to join the meeting. The procedure of appointing a person as a proxy is
explained in the Term of Reference of the committee which arranges the meeting.
Conflict of interest

2MEETING MANAGEMENT
The term conflict of interest refers to a situation in which the a member of an organisation cannot
perform his duties related to the loyalty toward the organisation as his or her personal or financial
interest may come into a dispute with such duties.
Answer to Question 2
In an ideal structure of a meeting, 8 separated sections are observed. The introduction section
contains the introductory speech by the chairperson with a welcome note. The next section consists of a
discussion about the minutes of the meeting prior to the current meeting and their accuracy ( Motiarty,
2018). The fourth section contains a brief review of the progress and the update from the items of the
former minutes. In the next section, brief information about the core topic are provided, a significant part
of the agenda are highlighted and the documents in which the agenda has been mentioned are distributed
to all. The sixth section is considered the main section of the meeting in which the chairperson talks
about the key points of the topic. The next section consists of debates on the issues related to the agenda.
At the end of the meeting, the probable date of the next meeting is declared (Odermatt et al., 2018).
Answer to Question 3
The segregation of different sections are not very much prominent in the informal meeting. It
starts with an introductory speech followed by the statement mentioning the main purpose of the
meeting. The chairperson inform participant about all the agenda items, this is again followed by an
informal discussion about the observations of individual participants on the issues related to the agenda
(Olaison, Tagizadeh & Österholm, 2018).
Answer to Question 4

3MEETING MANAGEMENT
1. Identify the objectives of the meeting
2. Develop a primary agenda
3. Choose participants who are responsible, wise and worth inviting.
4. Decide the date and venue and check whether there is enough space to accommodate all the
participates.
Answer to Question 5
1. Before the meeting, the chairperson should check whether the rules of the organization is
followed while selecting people in the quorum. It is the chairperson’s responsibility to
decide who should attend the meeting on behalf of a member of the quorum who is
absent.
2. Another essential duty of the chairperson is to formulate the initial agenda and distribute
the documents containing a brief explanation of the primary agenda just before the
meeting begins.
Answer to Question 6
The three important aspects of the chairperson’s job during a meeting are:
1. Controlling the overall meeting so that the objectives of the meeting are achieved which in turn
depends on the attitude and body language of the chairperson.
2. Providing a brief overview and encouraging others to carry on a constructive as well as focused
discussion.
3. Ensuring that the time allotted for every agenda are maintained by disallowing the participants to
elaborate a point unnecessarily.