Study Unit 5: How to Conduct Effective Meetings

Comprehensive flashcards covering effective meeting conduct, terminology, roles of officials, and administrative procedures based on the Chapter 8 lecture notes.

What is the definition of a meeting?

A meeting is a gathering of $2$ or more people to discuss matters of mutual concern and to take and implement any necessary decisions relating to these matters.

Which types of topics are usually discussed at Public Meetings?

Public Meetings are usually held to discuss important socio-economic and political topics.

What are the characteristics of Private Meetings regarding eligibility and decision-making?

Private Meetings are normally restricted to officially elected members of a committee and involve making binding decisions.

According to the cycle of a meeting, when is the deadline for agenda items and when is the agenda dispatched?

The deadline for agenda items is $8$ days before the meeting, and the agenda is dispatched $1$ week before the meeting.

When should the first draft of the minutes be prepared and when should they be dispatched?

The first draft of the minutes is created $1$ day after the meeting, and they are dispatched within $2/3$ days after the meeting.

What three major steps are involved in meeting management?

The three steps are: 1. Planning the meeting, 2. Conducting the meeting, and 3. Following up after the meeting.

What are the requirements for holding a valid legal meeting?

The person holding the meeting must have the authority, a proper agenda must be drawn up and sent in good time, and the procedure must follow the written constitution of the organisation.

What are the alternative names for an organisation's constitution mentioned in the text?

An organisation's constitution is also known as the MEMORANDUM OF ASSOCIATION or TERMS OF REFERENCE.

What is the definition of a quorum?

A quorum is the minimum number of members required to be present for an organisation to conduct business.

What are the specific seating arrangements that can be considered for a meeting?

The seating arrangements include Rectangular, Circular, U-Shaped, Satellite, and Classroom.

What precautions should be taken for virtual meetings regarding technical issues?

Practice using the technology in advance, have technical support contact numbers ready, and always have a backup plan such as a speakerphone.

According to the text, what can happen to a meeting once a notice has been issued?

After notice has been given, the meeting must take place; it may not be cancelled.

What is the purpose of an agenda?

To identify objectives, list responsible persons, define time allocation, ensure no matters are left out, maintain correct sequence, and allow members to prepare.

In meeting terminology, what is the difference between 'closure' and 'adjournment'?

'Closure' is a motion to stop a long discussion of a formal motion, while 'adjournment' refers to a meeting that is postponed due to disorder, a late hour, or another reason.

What are the primary duties of a chairperson during a meeting?

The chairperson must open the meeting, constitute it as valid, ensure a quorum is present, obtain approval for previous minutes, maintain order, and ensure speakers are not interrupted.

What are the secretary's duties during a meeting?

Ensuring the attendance register is signed, helping determine if a quorum is present, reading previous minutes if requested, ensuring minutes are signed/initiated, and noting proposers and seconders.

What is an 'amendment' and what happens if it is approved?

An amendment is an alteration (deletion, insertion, or replacement) to a motion. If approved, it is then known as a 'substantive motion'.

When can a decision be revoked immediately?

A decision can be revoked immediately if a misunderstanding occurred, or if the decision taken was unlawful or impractical.

What are the methods of voting described in the procedure?

Methods include simultaneous voice response ('aye' or 'no'), formal raising of hands, division, or secret ballot.

Why are minutes considered important legally?

Minutes serve as the official record of an organisation and may be used as evidence in court.

What specific information must be included in the heading of a set of minutes?

The name of the organisation, the type of meeting, the time and place, the venue, and the number of the meeting.