Meetings (week 6)

​INTRODUCTION

• A meeting is a gathering of people to share information, make decisions, solve problems, or plan activities.

• The purpose of a meeting depends on its goals and desired outcomes.

• ​Meetings should have a clear purpose to avoid wasting time.

• The purpose determines:

  • Agenda

  • Attendees

  • Expected outcomes

​1. Memo / Notice of Meeting

• A memo/notice is sent out before the meeting.

• It includes:

  • Title of the meeting

  • Date, time, and venue (or online link)

  • Purpose/objectives of the meeting

  • Agenda items (list of topics to be discussed)

  • Name of the convenor/organizer

• Ensures participants are informed and prepared.

2. Roles of Participants

3. Minutes of Meeting

• ​An official written record of what happened.

• Prepared by the secretary.

• Content includes:

  • Date

  • time

  • place of meeting

  • List of attendees and absentees

  • Matters discussed (based on agenda) Decisions made

  • Action items with responsible persons

  • Date of next meeting

4. Other Related Requirements

• Agenda: Clear and structured list of issues to discuss.

• Quorum: Minimum number of members required for the meeting to be valid.

• Time Management: Meetings should start and end on time.

• Action Plan: Follow-up tasks assigned and monitored.

• Documentation: All meeting records stored for reference and accountability.

A successful meeting requires proper preparation (memo/notice, agenda), clear roles (chairperson, secretary, participants), accurate minutes of meeting, and fulfillment of requirements (quorum, documentation, follow-up).