Other Oral Communication Situations: Meetings BBS 2nd Year Business Communication

 

Meetings

A meeting is a gathering of two or more people who come together to discuss or deliberate on a specific topic or agenda. Meetings are held for various reasons, such as sharing information, making decisions, brainstorming ideas, or collaborating on projects. They are typically convened to achieve a common goal or objective that requires input or discussion from multiple participants. Meetings can be held in person, virtually, or over the phone, depending on the circumstances and participants' locations. There are several types of meetings, including staff meetings, board meetings, team meetings, and project meetings, each serving a specific purpose and audience.

Meetings offer a platform for communication, collaboration, and decision-making, allowing participants to exchange ideas, share information, and work towards common goals. They are useful for fostering teamwork, building relationships, and ensuring that everyone is aligned and informed. The structure of a meeting usually includes an agenda, which outlines the topics to be discussed, and a set of rules or guidelines to ensure that the meeting runs smoothly and efficiently.

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Meetings Processes

There are three main stages in terms of the process of conducting the meetings. These three stages pre-meeting, during-meeting, and post-meeting are briefly mentioned below:

a.     Pre-Meeting Process: In the pre-meeting process, several key activities ensure the meeting is organized and productive. The first step is to create a plan outlining the purpose, goals, and desired outcomes of the meeting. Next, an agenda is developed, detailing the topics to be discussed and the time allocated for each. The agenda also includes a review of the minutes of the last meeting to provide context and continuity. The secretary plays a crucial role in this process, as they are responsible for documenting the minutes and ensuring they accurately reflect the discussions and decisions made. Additionally, the secretary may need to apologize on behalf of absent members and notify all members of the meeting through email, providing them with the agenda and any relevant materials in advance. These pre-meeting processes help ensure that the meeting is well-organized, participants are prepared, and time is used efficiently.

b.     During Meeting Process: During the meeting, the chairman plays a crucial role in guiding the discussion, ensuring that the meeting stays on track, and managing any conflicts or disagreements that may arise. The chairman also facilitates the voting process and announces the outcomes of votes. A quorum, or a minimum number of members required to conduct business, must be present for the meeting to proceed. The specified agenda guides the flow of the meeting, ensuring that all topics are covered within the allocated time. The secretary is responsible for taking accurate minutes of the meeting, recording decisions and action items, and distributing them to members after the meeting. Members are expected to actively participate in discussions, ask questions, and provide input on agenda items. Their engagement is essential for making informed decisions and achieving the meeting's objectives.

c.     Post-Meeting Process: In the post-meeting phase, the secretary plays a critical role in documenting the meeting proceedings. This includes writing comprehensive minutes that accurately capture the discussions, decisions made, and action items assigned during the meeting. The secretary then distributes these minutes to all members for review and approval. The approval of the agenda ensures that all topics are covered and that the meeting objectives are met. When writing the minutes, the secretary must be careful to provide a factual account of the discussions while also maintaining sensitivity to any controversial or sensitive issues that were raised. Minutes serve as a legal record of the meeting and can be used as evidence in case of disputes or legal issues. Minutes include the names of present members, reviews, changes, and agreements related to previous meeting minutes, and the times of starting and ending meetings. Therefore, they must be accurate, clear, and complete.

Guidelines for Writing Minutes

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Writing meeting minutes involves capturing the key points discussed, decisions made, and action items assigned during a meeting. We start by noting the date, time, and location of the meeting, as well as the names of the attendees and any absent members. We record the agenda items and summarize the discussions, noting any important points raised or decisions reached. We must be concise and objective in our writing, using clear and simple language. We include any action items or follow-up tasks assigned during the meeting, along with the deadlines and responsible parties. Finally, we proofread our minutes for accuracy and completeness before distributing them to the attendees. The guidelines for writing minutes are mentioned below:

a.            Be Concise: We focus on capturing the essential points of the discussion without including unnecessary details or lengthy explanations. We use bullet points or short paragraphs to make the minutes easy to read and understand.

b.           Be Objective: We write in an impartial and unbiased manner, avoiding personal opinions or interpretations. We stick to the facts and report what was said and decided during the meeting accurately.

c.            Use Clear Language: We use simple language that is easy for all readers to understand. We avoid jargon or technical terms that may be unfamiliar to some attendees.

d.           Organize Effectively: We follow the agenda's structure to organize the minutes. We use headings and subheadings to identify different agenda items and discussions. We include the date, time, and location of the meeting at the beginning of the minutes.

e.            Include Action Items: We clearly state any action items that were assigned during the meeting, including the task, deadline, and person responsible. We use a separate section or format (such as a table) to list action items for clarity.

f.             Be Accurate: We ensure that the minutes accurately reflect what was discussed and decided during the meeting. We check names, dates, and other details for accuracy before finalizing the minutes.

g.           Proofread: Before distributing the minutes to attendees, we proofread them carefully to correct any spelling or grammatical errors. We double-check the accuracy of all information presented in the minutes.

h.           Include Sensitive Issues Carefully: If sensitive or controversial issues were discussed during the meeting, we handled them with tact and discretion in the minutes. We focus on the facts and avoid inflammatory language.

i.             Use a Template: We consider using a standardized template for writing minutes to ensure consistency and completeness. Templates can help us remember to include all necessary information and make the minutes easier to read and understand.

 

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