Organizing Meetings: Legal, Ethical, and Practical Considerations

This report delves into the multifaceted aspects of organizing effective meetings within an organizational context. It begins by outlining five distinct types of meetings: decision-making, innovation, information sharing, team building, and status update meetings. The report emphasizes the legal and ethical obligations organizations have when conducting meetings, including workplace safety, non-discrimination, and confidentiality. It also covers the importance of agendas, chairpersons, and formal minutes, along with the consequences of failing to adhere to ethical codes of conduct, such as a lack of trust and decreased productivity. The report further explores the importance of considering individual and ethnic identities in meetings, as well as communication techniques like open-ended questions and feedback. Different types of meetings, including informal, semi-formal, and formal meetings, are discussed, highlighting the necessity of agendas and the appropriate formats for meeting minutes. Finally, the report underscores the importance of advance notice, previous minutes, and relevant policy documents in ensuring successful and productive meetings. The report concludes by advocating for the use of hard copies for documentation purposes.

Running Head: Organize Meeting 1
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Author’s Name
University of Affiliation

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Question 1
Five types of meeting an organization may prepare;
1. Decision-making meetings
2. Innovation meetings
3. Information sharing meetings
4. Team building meetings
5. Status update meetings
Question 2
Organization have an obligation of conducting a meeting in accord to the requirements that are in
application to the meeting to be held
a. Workplace healthy and safety-meeting should be in a place that conducive to human stay
and endure safety of the people.
b. Discrimination participant should not be discriminated based on any ground but should
all be given equal chances
c. Confidentiality-participants should pose high confidence in relation to the information of
the organization.
d. Voting. The ground rule can be majority wins.
Question 3
Legal requirements-an agenda, a chairperson, formal minutes of meetings
Organizational requirement-safe workplace,
Question 4
In organizing a meeting, legal and ethical obligations have to adhere to. Members who are
participating in a meeting, have to be aware of the responsibilities they have in relation to codes
of conduct, for example how they conduct themselves during the meeting. Many organizations
have set the codes of conduct on the members expected behavior. This codes of conduct are

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majorly communicated under ground rules that have been determined by the group meeting.
Legal requirements have to be considered when organizing formal meetings. These requirements
have to be effective in all organization activities and meetings. Members participating in these
meetings want their voices and suggestion or decision to be accepted willingly and be acted
upon. This may be hard to achieve in meeting that practice unethical code of conduct (Steep,
2016).
Another importance of following the legal and ethical requirement is that they are structured to
help safeguard and represent the interest of those who are absent as well as those who are
present. They ensure that all the activities of the formal meeting are transparent and that the
members who participated are accountable.
Question 5
Failure to adhere to the code of practice informal meetings can result in the following. Creation
of work environment that is full of malice and mistrust. Decision made during the meeting will
not be for the benefit of the organization but self-benefit. There will be lower productivity of the
organization, conflict promotion and consequently failure of the company. When there is no
transparency in the activity of the meetings, stakeholders are likely to lose their interest in the
organization and withdraw from financing the organization. Lack of code of practice in the
meeting will lead to a drop in the stock price. No one is willing to buy shares from companies
without a code of practice that is adhered to the later. The organization is likely to post poor
returns due to dishonesty in the firms (Fisher, 2015).
Question 6
1. What is the objective set aside for the meeting to accomplish?
2. What is the least outcome that the organization will accept abut still conduct a meeting
that is successful?
3. What is the designed format that is expected to be used in the meeting so as to ensure
objectives have been accomplished? Is it teleconference, video conference or face to face
meeting?
4. Are there any ground rules set so as to ensure member practice ethical code of practice?

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5. Having known the various personality trait of people, how is the one going to ensure that
all participants have been involved in the meeting?
6. What measures have been put in place to ensure that the meeting finishes and start on
time?
Question 7
Individual identity
Individual identity refers to how an individual relates to other workers or people from different
cultures, depending on their own personality that is unique and how they esteem themselves. A
person from one culture can be observed as conservative or open minded. These difference will
greatly have an impact on how the individual communicates during meetings and the point the
decision they are likely to vote for (Tough, 2015).
Ethnic identity
Ethnic identity highlight the various roles played by ethnicity on how participants from the
different ethnic group will interact with each other in a meeting.It is important to educate the
people on the importance of addressing the issue of ethnicity in a meeting and educate the
members on the dynamics that might arise out of ethnicity indifference (Tough, 2015).
Question 8
Open ended question technique
The open-ended question refers to those questions that cannot be simply answered by a yes or a
no. Using open-ended question during the meeting will give a chance to the participant to air
their views regarding different agenda. This technique is considered effective as it allows the
speaker to get into the head of the participant, hence gaining their trust. This will motivate the
participants to air their views. Use of open-ended question assures the participant that they will
not be judged. This communication technique is culturally upright.
Taking feedback

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Taking feedback from the participants will raise the issues that were not clear and need
elaboration. Taking feedback is a good technique to ensure that all participant have clearly
understood the message. This communication technique is culturally upright.
Question 9
Informal meeting-these meetings do have a specific agenda, and there will be a recording of the
minutes.
The semi-formal meeting-theses meeting, the public is invited to listen to the speaker.
Informal meeting-they do an agenda so as to keep the discussion on track, notes are taken by the
attendees.
Question 10
The informal, semi-formal and informal meeting, the agenda of the meeting has to be stated
before the start of the meeting. This helps to prevent the discussion from going off track.
Question 11
Agenda draft should be circulated in advance so as to ensure the success and productivity of the
meeting are attained.
Question 12
The type of the meeting held will determine the format the minute will take. Formal meetings
will require a formal format of minute taking.
Question 13
Notice-so as to inform the participants about the intention of calling a meeting in advance.
Minutes –minutes of the previous meeting to provide an accurate information of details of the
previous meeting.
Policy documents-they provide information about a specific topic that might be discussed in the
meeting.
Question 14

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It's better to keep the document in hard copy because it might be needed for future reference. The
original document that has the original signature is necessary for that instance.
Sometimes due to the failure of the technology at a point of need, the hard copy stored is
retrieved for usage.
REFRENCES
Fisher, P. (2015). Legal and Ethical Requirements of a Meeting to Resolve or Manage estates
Conflicts | Fisher Mediation. [online] Fishermediation.com. Available at:

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http://www.fishermediation.com/legal-and-ethical-requirements-of-a-meeting-to-resolve-or-
manage-estates-conflicts/ [Accessed 11 Jan. 2018].
Skillmaker.edu.au. (2015). Policy and procedures for meetings – Skillmaker. [online] Available
at: http://www.skillmaker.edu.au/policy-and-procedures-for-meetings/ [Accessed 11 Jan. 2018].
Steep, R. (2016). Why would legal and ethical requirements need to be considered when
organising a meeting? - Why would legal and ethical requirements need to be considered when
organising a meeting?. [online] Sielearning.tafensw.edu.au. Available at:
https://sielearning.tafensw.edu.au/MBA/BSBADM405B/12598/lo/11172/other/1172_sd03.htm
[Accessed 11 Jan. 2018].
Tough, N. (2015). 8 Factors That Impact Cross-Cultural Communication in the Workplace and
Beyond. [online] ToughNickel. Available at: https://toughnickel.com/business/Factors-that-
Impact-Cross-Cultural-Communication [Accessed 11 Jan. 2018].