Report on Meeting Procedures, Effectiveness, and Management

This report provides a comprehensive overview of meeting procedures, exploring various types of meetings, their purposes, objectives, and the individuals involved. It delves into methods for reducing meeting problems and enhancing effectiveness, including the importance of clear objectives, organized agendas, and open discussions. The report outlines formal meeting procedures, emphasizing the significance of preparation, documentation, and adherence to business conventions. It also addresses facilitation techniques to encourage participation and the effective management of meeting agendas within specified timeframes. Furthermore, the report highlights the importance of summarizing agreed-upon actions, allocating responsibilities, and planning future arrangements. It also covers actions for accurate record-keeping and post-meeting follow-up. The report concludes with a discussion on the importance of feedback and implementing decisions to achieve meeting objectives effectively. The references include books and journals on meeting management and leadership.

Chairs And Lead Meetings

Table of Contents
PART A...........................................................................................................................................1
1.1 Types, purpose, objectives and background to a meeting.....................................................1
1.2 Identify the individuals who are expected to attend a meeting..............................................1
1.4 Ways of reduce the problems in a meeting............................................................................1
3.3 Effectiveness of a meeting and identify points for future improvements..............................1
PART B ...........................................................................................................................................2
1.3 Formal procedures that apply to a meeting............................................................................2
1.5 Take actions for the preparation of meeting documentation and distributed to the agreed
people within the timescale..........................................................................................................2
2.1 Business conventions in a meeting........................................................................................2
2.2 Facilitation of meetings..........................................................................................................2
2.3 Management of agenda within the timescale of a meeting....................................................3
2.4 Agreed actions, allocated responsibilities, timescales and future arrangements...................3
3.1 Accurate records of a meeting...............................................................................................3
3.2 Completion of post meeting actions......................................................................................3
REFERENCES................................................................................................................................4

PART A
1.1 Types, purpose, objectives and background to a meeting
Meeting refers to the form of gathering two or more people for the purpose of discuss
something in order to achieve some objectives.
Types of Meeting
There are various types of meetings which are as follows - Committee meeting,
Investigative meeting, Kick-off meeting, Town hall meeting, Board meeting, Management
meeting, Staff meeting, Team meeting, Off-site meeting and Status Update meeting etc.
Purpose of Meeting
There are various purpose for held meeting. These purpose are as follows - Sharing
information, Finding solutions, Taking decisions and Negotiating with others etc. (Gurdjieff,
2015).
Objectives of Meeting
There are various objectives of meeting which are as follows – To decide new goals for
business, to interact with external stakeholders and to complete the legal requirements.
1.2 Identify the individuals who are expected to attend a meeting
Attendees of the meeting are classified according to the types of meeting. For example –
if there is board meeting then individuals would be board members of the company, key
employees and its stakeholders. If there is investigative meeting then attendee would be
investigation teams (Hughes and et.al., 2016).
1.4 Ways of reduce the problems in a meeting
For the reduction of problems which can be arise during the meetings, there are many
ways which are as follows -
Every attendees of the meeting must know about the objectives of the meeting so that
they can't get off from the subjects.
Meeting organizer should sent the agenda to all the attendees of the meetings so that
many people can come and attend the meeting on time (Moss, 2017).
3.3 Effectiveness of a meeting and identify points for future improvements
A meeting can be effectiveness only when the purpose of meeting is fulfilled and meeting
is conducted in the same way, it was planned. Also, it can be measured by the content of meeting
which is easy to understand for the attendees.
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There are various points through which improvements can be made for the effectiveness
of the meeting. These points are as follows -
Organizer or leader should focus on the open discussion, so that every one get the right to
speak and keep their views regarding subject or topic.
Organizer or leader should conduct questionnaire at the end of the meeting and asks for
the feedbacks from attendees. This will improve the meeting for future (Heiferman and et.al.,
2016).
PART B
1.3 Formal procedures that apply to a meeting
There are some steps which need to be followed for the conduction of meeting
successfully. These steps are as follows -
 Determine the objectives for conducting meeting.
 Prepare the agenda and sent it to all related attendee before 2 or 3 days of meeting.
 Make arrangements for the meeting.
 Start the meeting with informal conversations and joke in order to make environment
light.
 After that read out the objectives of the meeting and discuss the topic or issue with
attendee in order to continue the discussion.
 After discuss, reach to the solution or decision (Lindeblad and et.al., 2016).
 At last, end the meeting with summarized what happened in the meeting.
I as a leader always try to follow the proper above mentioned formal procedures
in order to conduct the meeting successfully.
1.5 Take actions for the preparation of meeting documentation and distributed to the agreed
people within the timescale
For the correctly preparation of meeting documentation, I will ensure that the
documentation is prepared in the proper format which is decided by the company and its top
management team. For ensure of distribution of the documentation to the agreed people, I will
ask them in the form of feedback. Also, I can use questionnaire method in which I can ask
question regarding the timing of agenda from the attendees.
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2.1 Follow Business conventions in a meeting
Business conventions refers to the customs in which meeting are carried out in proper
way. I ensure that I follow the business conventions which is considered to be a set of rules
which is required to follow for the conduction of the business. It will help me to follow the
meeting in a formal structure and give a proper chance to attendees for the purpose of discussion
and keep their voice out on current topic.
2.2 Facilitation of meetings
For ensure of facilitation of the meeting, I will take few considerations in order to
increase the participation of attendees in the meeting. Following considerations are as follows -
I will introduce everyone to each other before starting the meeting in informal way. I will
give everybody a chance to speak in order to feel them that they are also an important part of an
organization. I will make sure that the debate or conversations are going healthy without creating
any kinds of conflicts between various participants. I will also look upon the decisions or
solutions that are taken for the purpose of solving issues or topics which are taken by the will of
attendees.
2.3 Management of agenda within the timescale of a meeting
Agenda refers to an important document which summarized the sequences of procedures
which will be taken during the conduction of meeting. It involves topics or issues which will be
discuss in the meeting and objectives for the conduction of the meeting. Management of Agenda
can be done by following steps which will ensure me as a leader for the conduction of meeting
within the timescale -
I will define the goals for which meeting is conduct so that everybody can't divert from
the topic during the meeting.
I will outline all the topics which is required for the discussion so that the purpose of
meeting can be achieve.
2.4 Summary of Agreed actions, allocated responsibilities, timescales and future arrangements
At the end of the meeting, it is important to summarized in a brief about who attend the
meeting, why meeting was held, what is the reason behind the conduction of meeting and what is
the outcomes of the meeting. It is an important part of the meeting. I always try to follow this
aspect of the meeting for the purpose of understanding that participants understand or not, who is
agreed with the results or outcomes, who prepare the required documents during the meeting and
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did everybody get enough time for the discussion or voice out their views etc. Thus, I always try
to summarized the actions that take place during the meeting and responsibilities for the
conduction of meeting within the timescale and effectively.
3.1 Take action to ensure that accurate records of a meeting are produced and distributed
There are various documents which is prepared for the purpose of recording. These
documents are Attendance sheet, minutes and its related attachments etc. I will have to make
sure that these documents are prepared and distributed to the attendees for the proper recording.
For the ensure of preparation of attendance sheet, I will myself prepare and distribute it to the
attendee to tick in front of their names. Also, for the minutes, I will write down the notes in the
minute.
3.2 Take actions for the Completion of post meeting actions
After the conduction of the meeting, As a Leader, I must ask from the attendee about
their experience and view-points for the purpose of understanding whether the real objective
behind the meeting is achieved or not. I must use various medium through which I can measure
the effectiveness of the meeting. These medium are such as – Questionnaire, E-mail, Messaging
and Telephonic conversation etc. Also, I will ensure that the solution or decision which is taken
in meeting should be implementing in the organization as soon as possible.
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REFERENCES
Books and Journals
Gurdjieff, G.I., 2015. Meetings with remarkable men. Penguin UK.
Hughes, J., and et.al., 2016. Meetings and the Accomplishment of Organization.
In Ethnomethodology at Work. (pp. 157-176). Routledge.
Moss, P., 2017. Meetings across the paradigmatic divide. In Troubling the Changing
Paradigms. (pp. 114-131). Routledge.
Heiferman, S., and et.al., MEETUP Inc, 2016. System and method for confirming attendance for
in-person meetings or events. U.S. Patent 9,264,462.
Lindeblad, P.A.,and et.al., 2016. Organisational effects of virtual meetings. Journal of cleaner
production. 123. pp.113-123.
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