Study on Types of Meeting

ASSESSMENT 1
[Author name]
[Email address]

Meeting
1. Types of Meeting
Meeting Purpose Conducted
Status Updates
Meeting
To check progress on work
and align workforce
These meetings have activities of
discussion for problem solving,
prioritization, task assignment or decision
making. These meetings involve team
leaders who represent their teams. These
meetings can happen within group or
across groups depending on the company
size. In this meeting, anyone who would
be benefited by team discussions can be
involved.
Decision Making
Meeting
To take decision that needs
inputs from the whole team
These meetings have activities like
information sharing, brainstorming,
evaluation, ranking and voting for
options. Decisions can be taken using a
variety of methods like ranking, voting,
scoring, and iterative convergence. The
team ends discussions with a direction on
what to do next in the area that was
discussed. A typical meeting involves
participants, leader, authority, process
observer, and note taker.
Innovation
Meetings
To bring up new ideas and
develop a foundation for a
new solution, design,
product or service
In these meetings, new ideas are
encouraged from people and discussions
are done to refine on most promising ideas
through brainstorming, evaluating, and
ranking. These meetings are mostly
carried out at the beginning of a project.
These meetings are assigned a leader to
keep things in control and a note taker to
collate ideas.
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Meeting
2 Codes of practice
Code of practice is a guideline prepared by a professional association for its members to help
them understand the ethical standards and comply with them. The purpose of this code is to
support economic, political and social integrity of business entity and industry, protect
customer rights, and encourage equal employment opportunity for all without discrimination.
Meeting codes of practice include:
 Freedom of speech must be respected for every one attending the meeting
 The code of practice must be followed by all the attendees of the meeting
 A due notice should be given to all the expected participant if any meeting has to be
held
 Meeting venue must have the arrangements to ensure safety and health of participants
at the time of meeting
 If the meeting chairperson is not present in the meeting for some reason then a
chairman must be chosen before conducting the meeting
 It is the duty of the meeting chairperson to ensure that meeting is conducted in a
lawful manner
 Minutes of the meeting must have correct records of all the details and discussions
and must be signed by participants
 The agenda of the meeting must be prepared in advance and must be distributed to
participants before the meeting
 If any confidential information has to be shared over email to anyone for meeting then
it should be put in the attachment rather than on the email body
 People who are unable to attend the meeting and their participation is of importance to
the issue discussed, must inform the organizer about the absence
 In the event of cancellation of the meeting,, participants must be informed a week in
advance for normal meetings and 24 hours in advance for emergency meetings
 Any change in the agenda after informing participants must be communicated in the
form of an addendum
 If any fact or information has to be discussed in the meeting which needs preparation
from a potential participant then it is the responsibility of the participant to get all the
necessary documents or facts collected before the meeting and must bring the
evidences in the meeting
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Meeting
 The questions that are asked by the participants must be relevant to the topics of
discussion, must have rational considerations and should not hurt the sentiments of
any other participant
Based on the needs for the codes of conduct, certain procedures can be established for
meetings such as:
 A formal invitation with identified key discussion topics must go to the participants 7
days prior to the meeting for a reminder and information update on the meeting
agenda
 A minute taker must be hired who should be made responsible for noting the details
of event and highlights of discussion during event. This minute would be sent to all
the participants post the meeting within a week of completion of the meeting.
3 Legislations
Legislations that can affect meetings include:
Health and Safety Requirements: The condition and provisions in the meeting room must
be safe and healthy for the participants. This requires a company to ensure that all safety and
health requirements are met by the venue that is chosen for meeting such as existence of
emergency evacuation, fire extinguisher, first aid kits, quality air, well lit environment, and
provision of water and snacks. This would affect the choice of venue where a meeting has to
be conducted which would in turn affect the transportation needs and costs to the company.
Organization requirements: The Company conducting meeting must make arrangements
for booking, progress recording, accommodation or transport if needed, catering, and relevant
documentation. As per this legislation, any company conducting meeting would have some
obligations like hiring a minute taker, having a booking system, a place for notice or
information sharing, and making of catering arrangements. This would affect the procedures
and budget of the meeting (ISC, 2012).
4 Public Meetings
Public meetings need to follow some legislative requirements such as:
Rules for Notice:
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Meeting
 A notice has to be given to all the members who can attend with details like meeting
time, meeting place, and principle subjects that are likely to be covered in the meeting
 The information about the meeting may be given through press releases or direct
mails to news organizations, local media, neighbouring associations, chambers of
commerce, and community organizations.
 The notice given to the public must have not less than 24 hours time except the
emergency meetings that can be called within 24 hours (ORS, 2017).
Minutes of the Meeting
 The minutes must have details like starting and adjourning time, date and place of
meeting, members of institution conducting meeting, statements on issues discussed,
purpose of the session, and attendees of the session
 The minutes must be prepared and posted within 7 days after the meeting is over on
the organization website. For emergency meeting, this duration is 72 hours and in
case of voting results, it can be 42 hours (FOIC, 2008)
Meeting Standards
 Meeting standards for specific region or country must be explored and accordingly
agenda, standards, and processes must be set
 Legal requirements must be followed based on cite laws, quorum requirements,
procedural rules, and archival requirements
Meeting requirements
Before the meeting can be conducted, there would be some requirements that are needed to
be completed for organizing the meeting event and these include:
 The purpose off the meeting must be identified and based on it the items in the agenda
have to be prepared
 Meeting participants are chosen and are assigned roles in the meeting
 The decision on the venue and timing of the location has to be decided
 The processes that would be used for making decisions in the meeting are needed to
be explored and the most appropriate process must be selected from voting, leaders
choice, or group consensus
 The attendance of all the participants must be verified before attendance and they
should be informed about their roles
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Meeting
 Key participants who would need to present in the meeting must have details of
agenda and must prepare themselves
 The venue has to be verified to ensure that it has all the required facilities including
safety provisions, meeting equipments, meeting arrangements, lightning, and air
supply and it is available at the time of the meeting
Some of the requirements are specific to participants of the meeting such as:
Participant Requirement
Minute taker  Should have the details of the venue, meeting agenda,
participants and timing
 Should have a facility to record the details of meeting
Meeting leader  Must have the agenda of the meeting and topics to be
discussed
 Must have the details of participants and their roles
 Must have a document prepared for the code of practice
of meeting
Key presenter  Must have the required documents ready for the
presentation
 Must have the details of agenda and profiles of
participants
Meeting organizer  Must have access to the venue to ensure it has all the
facilities
 Must have requirement details to ensure they are met
Decision making authority  Must have the knowledge about the procedure for
decision making
 Must have all the factual data that is needed to take the
right decision
Resource requirement
The resources that are required to conduct a meeting include:
 Seating arrangement as per the need of the meeting
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Meeting
 Catering facility including drinks and snacks sufficient in quantity for serving all
participants
 Meeting equipments like projector, Screen, Mic, computer, server, extension, and
electrical sockets
 Facilities for convenience, safety, and health of participants including Air
Conditioner, Safety Kit, and Fire Extinguisher.
 Funds must be available to pay for the venue, administrative tasks, and catering
 Human resources are needed to play the roles of meeting leader, organizer,
receptionist and minute taker
Cultural Differences
There can be difference in the way people from different cultures view time. In some
cultures, the people do not respect time wastage and can be rude to people coming late. Such
cultures are called monochromatic such as Japan. In these cultures, people do not welcome
any interruptions during the meeting while in other cultures people could be more welcoming
and relaxing such as Latin America and Middle East. This can cause conflicts between people
from opposing cultures. To avoid or minimize such conflicts, some steps can be taken such
as:
 Allotting specific time for questions in the agenda itself such that people can only ask
questions in that time
 Specifying in the age and the last time to take entries that should be 15 minutes before
the start of the event and do not welcome entries post that
Another challenge can arise due to the differences in behaviour and attitude of people such
that what is considered good in one culture may not be appreciated in another culture. One of
the reasons for such differences could be due to the difference in the power distance which if
high will have people more respecting to authority and unwilling to listen to people from
lower hierarchy such as in China while with low power distance countries, people are treated
equal such as in USA. Conflicts can arise if a senior participant from a high power distant
country is interrupted or opposed by another person who is a junior and from a low power
distance country. Such conflicts can be avoided or at least minimized by taking following
steps:
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Meeting
 Company can allot specific time for presenting opposing views where everyone is
forced to push their sceptic views and none would feel offended. The Six Hat thinking
system can be used in the meeting to ensure this is used
 Everyone should be given specified minutes for speaking with points to speak which
can include positive as well as negative views such that all views are presented
without raising conflicts
Documentation
Documents for
distribution before
meeting
Contact Person Date Required No. Of copies
Meeting Agenda CEO 10th August 9 copies each for
General Manager,
Finance Director IT
Director, Marketing
Manager, HR
Manager, Warehouse
Manager, Buying
Director, Regional
Operational Manager
and Minute Taker
Invitation HR manager 8th August 11 copies each for
CEO, General
Manager, Finance
Director IT Director,
Marketing Manager,
HR Manager,
Warehouse Manager,
Buying Director,
Regional Operational
Manager and Minute
Taker
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Meeting
Minutes recording
format
HR manager 13th August 1 copy for Minute
Taker
Confirmed
Participants list
HR manager 12th August 11 copies each for
CEO, General
Manager, Finance
Director IT Director,
Marketing Manager,
HR Manager,
Warehouse Manager,
Buying Director,
Regional Operational
Manager and Minute
Taker
Budget report Buying Director 12th August 2 copies for Finance
Director and CEO
Sales Terminal
Progress update
report
Marketing Manager 12th August 3 copies for General
Manager, Finance
director, and CEO
Minutes of Previous
meeting
HR Manager 12th August 11 copies each for
CEO, General
Manager, Finance
Director IT Director,
Marketing Manager,
HR Manager,
Warehouse Manager,
Buying Director,
Regional Operational
Manager and Minute
Taker
Design Team
Summary report
Regional Operational
Manager
13th August 2 copies for General
Manager and CEO
Meeting Schedule
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Meeting
Goals Tasks Resources Needed Timelines
Prepare and
Distribute meeting
agenda
Identify purpose of
meeting
Identify participants
and their profiles
Gather meeting
requirements from
participants
Create agenda for the
meeting
Send agenda to all
participants
Assistance from
participants
Emails of all
participants
10th August
Make arrangements
for all facilities
needed for the
meeting
Identify venue and
meeting requirements
Explore and select
venue that meets
requirements of
meeting
Check if venue has
all facilities including
AC, Projector, Mic,
Fire Extinguisher,
and First Aid kit
Outsource catering
service to a catering
service provider if it
is not available with
venue providers
Test the equipments
to ensure they are
working before
meeting
Finance to pay venue
and other service
provider
12th August
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Meeting
Ensure attendance of
most participants in
the meeting
Identify participants
Create an invitation
for the participants
Send them invitation
Seek confirmation
for attendance from
stakeholders
If participants are not
present in time, call
them to remind if
possible and the
participant is
important
Take entries of all
participants coming
to meeting
HR manager to help
with profile details
Support from
department heads for
confirmation of
participants
13th August
Prepare all the
reports needed for
the meeting and
distribute
Prepare budget
Prepare sales
terminal progress
report
Prepare design team
summary report
Extract previous
meeting’s minutes
Operational Manager
HR manager
Marketing Manager
Minute Taker
13th August
Conduct the meeting
as per meeting code
of practice
Document meeting
codes of practice
Distribute the codes
to all participants
Allot a meeting
leader
Leader to moderate
the meeting to ensure
that the participants
follow codes of
HR Manager 14th August
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Meeting
practice
Ensure all meeting
proceedings are
recorded and
distributed to
participants
Create a template for
minutes of the
meeting
Study last minutes of
the meeting and
identify topics for
recoding in new
minutes
Assign the task of
recording minutes to
a minute taker
Minute taker to
update the event
details in template
including time,
venue, agenda, and
participants
Minute taker to
record discussions in
the minutes template
Record details of
who said what, who
was absent, who sent
another
representative, who
did not inform about
absence, etc.
Take consent from
participants on
minutes recorded
Edit minutes and
prepare a final
minutes of the
Minute Taker
Inputs from all the
meeting participants
including CEO,
General Manager,
Finance Director IT
Director, Marketing
Manager, HR
Manager, Warehouse
Manager, Buying
Director, and
Regional Operational
Manager
14th August
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Meeting
meeting
Send the minutes of
the meeting to all the
participants who
attended and who
could not attend
Ensure that
participants are
served with snacks
and drinks
Check if the venue
has catering facility
If not then explore
and select a quality
caterer from outside
Provide snacks and
beverages to
participants during
meeting
Catering service
provider
Finance
14th August
References
FOIC, 2008. FREEDOM OF INFORMATION ACT: Public Meetings Guide, Connecticut:
FOIC.
ISC, 2012. Manage meetings, s.l.: Australian GOvernment.
ORS, 2017. FAQ on Notice Requirements for Public Meetings , s.l.: LEAGUE OF OREGON
CITIES.
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