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Meeting Management. Module 9. to identify the components of good meetings to debate the roles of directors and officers at meetings to review the basic rules of parliamentary procedure to explore two options for decision-making. Objectives:. Meeting Management. Module 9.

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to identify the components of good meetings

to debate the roles of directors and officers at meetings

to review the basic rules of parliamentary procedure

to explore two options for decision-making


Meeting Management

Module 9

Justice and courtesy to all,

One thing at a time,

The rule of the majority and

The rights of the minority

Meeting Management

Module 9


Good Meetings

In good meetings, people nod in agreement;

in poor meetings, people just nod.

Elements of good meetings

1. Planning and preparation

2. Efficient disposal of business

Module 9


Good Meetings (contd)

3. Open participation with adherence to

the rules

4. Effective follow-up

Module 9

preparation ensures
Preparation ensures:
  • access to documents and materials;
  • attention to the meeting environment; and
  • follow through on decisions.

Module 9

items needed for the meeting
Items needed for the meeting:
  • minutes of previous meeting
  • copies of reports
  • correspondence

Module 9

director responsibility
Director Responsibility
  • awareness of topics, context, and stakeholder positions
  • review of documents prior to meeting
  • preparation for debate and decision-making

Module 9

meeting environment
Meeting Environment
  • a bright room with adequate lighting;
  • a comfortable heating level;
  • good air circulation;
  • a good seating arrangement; and
  • the early opening of the room.


Module 9



1. Call to order

2. Review and approval of agenda

3. Reading and adoption of minutes

4. Business arising from minutes

5. Treasurer’s report

Module 9



6. Correspondence

7. Reports from committees

8. New business

9. Date and time for next meeting

10. Adjournment

Module 9

new business
New Business
  • Add policy and strategic issues to the agenda before circulation.
  • List motions to be debated.

Module 9

role of the chair
Role of the Chair
  • Ensure orderly debate and opportunities for participation.
  • Remain impartial during the debate.
  • Vacate the chair when presenting personal viewpoints.
  • Use a gavel to keep order.
  • If in doubt, consult the secretary’s notes.

Module 9

role of the secretary
Role of the Secretary
  • Keep records of procedures.
  • Produce minutes summarizing discussions.
  • Maintain copies of bylaws, policies, and previous minutes.
  • Maintain correspondence.
  • Oversee use of the Corporation seal.
  • Notify participants of meetings.

Module 9

minute taking
  • Minutes are the official record of proceedings.
  • Minutes include:
    • the time, date, place, and names of attendees; and
    • the exact wording of motions, naming mover and seconder.

Module 9

minute taking contd
Minute-Taking (contd)
  • Minutes maintain the individual’s confidentiality.
  • Official opposition to the course of action must be recorded.
  • Minutes are adopted and signed off at the following meeting.

Module 9

parliamentary procedure
Parliamentary Procedure
  • rules used by legislatures for hundreds of years
  • rules compiled by General Henry M. Robert
  • business introduced and discussion controlled by motions or resolutions

Module 9

types of motions
Types of Motions
  • motions to:
    • fix time of next meeting
    • adjourn
  • questions of privilege

Privilege motions:

Module 9

types of motions contd
Types of Motions (contd)

Incidental motions:

  • requests for information or answers to questions
  • motions to:
    • appeal  renew
    • withdraw
    • call for vote to be conducted in a particular way
  • points of order

Module 9

types of motions contd1
Types of Motions (contd)
  • apply only to main motion
  • motions to:
    • amend
    • refer
    • postpone
    • close debate
    • table

Subsidiary motions:

Module 9

types of motions contd2
Types of Motions (contd)
  • main question group will debate
  • one motion at a time

Main motion:

Module 9

majority decision making
Majority Decision-Making
  • decisions made based upon a majority vote:
    • 50% +1
    • 2/3 majority
    • 3/4 majority
  • efficient way to dispose of business
  • minority may feel left out
  • concern that issues rushed
  • Small majorities result in implementation problems.

Module 9

consensus approach
Consensus Approach
  • less structured and more time-consuming
  • commitment to find common ground
  • fact-finding and face-to-face deliberations
  • creativity and innovation
  • responsibility of participants VS chair

Module 9

While everyone may not be in agreement with the decision, every participant in the process commits to supporting that decision.Consensus

Module 9

consensus principles
Consensus Principles
  • inclusiveness
  • voluntary participation
  • access to relevant information and opportunity to participate
  • flexible and diverse process

Module 9

consensus principles contd
Consensus Principles (contd)
  • differing points of view, traditions, and cultures accommodated
  • commitment and accountability
  • mutual respect and empathy
  • individual thought valued

Module 9