Meeting Management: Common Terms, Factors, Planning, and Strategies

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Meeting Management
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Lecture’s Name and Course Number
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1. Common terms used in a meeting
 Agenda- this is well-organized list of things to be discussed in a meeting. They help the
meeting attendees to know what they should expect to be discussed in the meeting, the
role they are expected to play in the meeting and also the likely outcomes they could
expect to get after the meeting.
 Minutes- this can termed as a summarized proceeding of a meeting that are written during
a meeting. They use a formal language band are somehow permanent. Once approved in
the next meeting, they can be useful as evidence or even in any legal matters.
 Chairperson- this is the person who can be termed to be the highest ranking in an
organizations. He is responsible of preceding over the meeting to ensure everyone stays
in the objectives of the meeting.
 Secretary- he/she can also be termed as the personal assistance. He supports the
management in diverse ways such as organizing information on behalf of the boss. In a
meeting set up he ensures all member have the relevant information at the right time. This
can include the venue and agendas and other related. He/she also record the proceeding
of a meeting.
 Timekeeper- this a person tasked with the responsibility the meeting happens according
to the schedule by timing individual as the agendas indicate.
 Casting vote- this is the vote given by the chair person on cases where the votes of rthe
meeting attendees ties or equals. This make the thing been voted for to fall on one side.
 Censure- this an expression that formally indicate a total disapproval of something.
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 Quorum- this generally the minimum number of members required for a meeting to be
validated and to proceed.
 Proxy- this is an individual who has been designated with the role of representing another
person in a meeting.
2. Factors related to meeting structures and arrangements that leads to a successful
meeting.
 For a successful meeting, there must be utmost control. Many meetings tend to be a
failure when either members becomes uncontrollable or even the chairperson loses the
ability to control them (Anson, Bostrom and Wynne 1995). If meetings are poorly
controlled then they can be perceived to be a waste of time. This bring the need of
agendas in a meetings since they serves as goals and defines the boundaries as well. The
chair person should not fear to cut people off when they get out of the business of the
day.
 The other important thing for the success meeting is a correct choosing of the
environment where to conduct the meeting at. Inappropriate environment could at times
distort the meeting making them a waste of time (Seferian, et al 2016). For example, if a
meeting is conducted in a noisy place, chances of distraction are very high and the main
objective could be hard to achieve. It’s important that the meeting place be serene and the
room too ought to be well aerated.
 Meeting are also bound to fail if the incorrect people are in attendance. This causes a lot
of misunderstand and even at times conflict. These people might not be aware of the
purpose and the objective of the meeting.
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 Meeting be successful because of scheduling then in the right time Kuo, et al 2005). The
term ‘right time at time can be ambiguous but it is simply choosing a time that all
members are comfortable with. For example, a meeting in a weekend will inconvenience
many people and it might be not be successful. Also in a hot afternoon the members
might be struggling with concertation hence timings are very key.
3. The process for planning and arranging and planning a meeting where members
are located in different places.
 The very first step will be to make the purpose of the meeting as explicit as possible. This
is by having goals and objectives that should be aimed at by the meeting.
 Once the purpose is created, it would be wise to note the type of meeting that we should
hold to accomplish this purpose. it can be either formal or informal
 The third step will be to know the participants of the meeting so as to notify them in the
observation of the organization procedure.
 The next step will now be to notify these participant. This can be done by the mailing a
formal notice.
 Lastly, it would be important top confirm to all the members of the arrangement such as
the venue and the accommodation information. This can go handy with the dispatching of
all the relevant papers required for the meeting.
4. When is face to face type of meeting the best and why?
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