•What
is a meeting?
•Procedures & Office
Bearers
•Documents of a meeting
‘Coming together is a beginning,
Keeping together is a progress,
Working together is a success.’
Meeting:
 is the forum for a group or team.
 an efficient way to pool individual
expertise, experience, knowledge and
ideas.
 can foster creative ideas and solutions to
problems that individuals cannot find
alone.
 To convey and share information
 To reach consensus
 To build a group
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Creates an opportunity to pool ideas
and information
Provides a “human face” for the
organization
The outcomes of meetings may be
creative
Can help to build morale, commitment,
and a sense of belonging
Increase individual’s acceptance and
commitment to tasks
Provides opportunities to co-operate
and co-ordinate.
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Meetings are not needed to carry
out simple tasks
Can be time wasting and expensive
Sometimes increases pressure
towards fixed group thinking
Some people let others do all the
work at meetings
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Decide what you want from the
meeting
Set the date
Establish the size of the group
Determine who should be invited
Organize the place to meet
Write a notice of meeting
Set the agenda
 NOTICE
OF MEETING–
Should include:
 Date and time of the meeting
 Its purpose or topic
 Who should attend
 Where it will take place
 A statement to invite participants to
send you items for the agenda
 An
AGENDA –
 Is
a list of items that will be used for
discussions at a meeting
 Is
a guideline for the chairperson and the
members attending the meeting
A
document with a list of items to be
discussed
 Is
sent out by the Secretary before the
meeting to those attending
Arrangement of the
Agenda
 Opening
 Welcome
 Apologies
 Minutes of the
previous meetings
 Business arising of the
minutes
 Correspondence –
inwards and outwards
 Business arising from
the correspondence

Financial report
 Notices of general
business
 Reports
 Notified business
 General Business
 Date, time, place of
next meeting
 Close.
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
MINUTES
 Details
 brief
of what took place at a meeting
and accurate document
 Includes
the information shared, the
decisions made and the action decided upon.
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Purpose Of Minutes

Are a source of reference and authority
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Help to avoid conflict and save time
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Encourage accountability
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Use the same headings as listed on
the agenda
Record in the action column who
agreed to do the task.
Write in reported speech.
Use of white space and consistent
indenting are important.
Check for accuracy.
 Chairperson
 Is
–
the servant of the meeting
 Sees the discussions are held fairly and is
interesting
 Controls the discussion allowing for
everyone’s voice to be heard
 Opens, welcomes, guides the discussions
according to the Agenda, sets the date of
next meeting and closes the meeting.
 Secretary
–
 Has the most demanding role
 Helps sets the Agenda with the
Chairperson
 Puts up the NOTICE OF MEETING as well
as writes the Minutes of the meeting
 Makes sure that the venue for meeting
is prepared before meeting
 Must have all documents dispersed to all
members before, during and after the
meeting.
 Keeps RECORD of all meetings held.
 Treasurer
–
 This person is in charge of all the
FINANCIAL transactions in a committee
 Must have records of income and
expenses
 Must set appropriate BUGDET is need
arises to be presented
 Basically this person is the SOLE person
in charge of knowing about finances and
everything related to it.
Meetings
are an important arena
for making decisions and voicing
out opinions and therefore as
employees/workers make the most
of it.