Module 4
Meeting etiquette
Introduction
A meeting is a group
communication in action
around a defined agenda, at
a set time, for an established
duration.
Meetings
can
occur
face-to-face,
but
increasingly business and industry are turning to
teleconferencing and videoconferencing options
as the technology improves, the cost to
participate is reduced, and the cost of travel
including time is considered.
Purpose
to inform
to persuade/influence
to gather information
to discuss/brainstorm
to take action
to decide
Meeting Agenda
About
Helps define your
purpose in advance
Seating arrangement
Minutes of meeting is an official record of
the proceedings of a meeting.
Minutes help in understanding the deliberations
and decisions taken at the Meeting.
There is no restriction format or language for
recording Minutes of meeting.
Minutes kept in accordance with the provisions
of the Companies Act can serve as evidence in
Court of Law.
MOM Format
Minutes of meeting should state the
serial number and type of the Meeting,
name of the company, day, date, venue
and time of commencement of the
Meeting.
In addition, a minutes of meeting must
also specify the following:
Details of Participants
Election & quorum (if applicable)
Discussion points (as outlined in the
agenda)
Thanks & closing of the meeting
Meeting etiquette
Before - agenda and meeting information sent in
advance, keep reference material ready, book meeting
room in advance, if some members are attending online,
ensure teleconference or videoconference has been
arranged and communicated well in advance, book
appointments if necessary, equipment check
Meeting etiquette
During - seating is on same level, don't attend phone
calls, don't eat or drink (only water/coffee/tea allowed),
don't interrupt - verbal & physical movements, pay
attention, make notes if necessary
After - thank everyone, work on deliverables as agreed in
the meeting
Types of Meeting
Formal & informal meetings
Status meetings
Planning meetings
Board meetings/Governance meetings
Problem solving meetings