LO4 – Meetings By the end of the lesson you should be able to: Identify the purpose and types of business meeting. Apply IT skills to create documentation associated with meetings. Draw further information through personal research on meetings. Demonstrate knowledge through answering SQA exam questions. Purpose of meetings Types of meetings and committees Roles and responsibilities Terms used in the conduct of meetings Minutes Meetings and technology Discuss and generate ideas. Solve problems and make decisions. Motivation. Set targets and objectives. Plan ahead. Must be planned and controlled to be effective. Planning Controlling Is the meeting necessary? Set a time limit Set a clear purpose Delegate responsibilities Prepare an agenda Follow up on actions Constitution Sets out the rules and regulations that have to be followed at a formal meeting. Notice of meeting What meeting is to be held, when and where. Agenda Gives meeting structure. Outlines what is to be discussed. Allows attendees to prepare. Some items same each meeting (items 1, 2, 3, 5 and 6). Chairperson’s agenda Similar to agenda but with space to allow chairperson to note take or note information for discussion at meeting. Minutes A formal record of the meeting. Signed by the chairperson as accurate. Follow the structure of the agenda. Always start with title and then a list of attendees. Can be formal Set up and held for a specific purpose and follow formal rules. Or informal No formal procedures or rules are followed; can be ad hoc. Annual general meeting (AGM) Held by public limited companies where all shareholders are invited to attend. Required by law, with regulations set out by the Companies Act. To elect directors To discuss performance: accepting the director’s report accepting the auditor’s report agreeing the dividend to shareholders looking at the accounts of the company. To discuss the strategic plans for the following year Open to shareholders or members. Held to discuss a particular issue that cannot be held back until the next AGM. Must be organised and held in accordance with the Companies Act if called by a limited company, eg notice to attend must be given to those eligible. Held by limited companies run by a board of directors. Held regularly to discuss the strategic aims of the organisation. Board can recommend that tasks are delegated to be carried out by committees set up for purpose. Committee appointed to look at a specific area, eg enterprise, health, expansion. Report back to the board of directors by recommendation, eg should we expand into a new market segment? Advisory Set up to look at issues and make recommendations to the board of directors. Joint To improve communications between different interest groups, eg trade union and management. Standing Has a specific remit, eg health and safety. Executive Powers to make decisions in a specific area, eg pay negotiations (all decisions binding). Ad hoc Particular purpose, eg 50th anniversary of company – organise celebration. Sub-committee Set up by a committee to deal with a particular issue within that committee, eg to organise the staff party for the 50th celebration.