Project Support Communication - Meetings (HABITAT, 1986, 42 p.): Chapter 7: Organizing a meeting: the written agenda

Project Support Communication - Meetings (HABITAT, 1986, 42 p.)

		(introduction...)
		Acknowledgements
		Chapter 1: Introduction
		Chapter 2: Who has to meet: and for what purpose?
		Chapter 3: Interpersonal communication
		Chapter 4: Giving a speech in pubic
		Chapter 5: Conducting an interview (dealing with complaints)
		Chapter 6: Conducting a meeting: the hidden agenda
		Chapter 7: Organizing a meeting: the written agenda
		Chapter 8. Bibliography

Chapter 7: Organizing a meeting: the written agenda

The difference between the hidden and the written agenda is that the hidden agenda deals with people, while the written agenda deals with items.

THE WRITTEN AGENDA IS THE LIST OF ITEMS TO BE DISCUSSED IN A MEETING AND THE TIME PROVIDED TO DO TH IS.

A meeting needs purpose and structure to be effective. It is not enough just to have a list of the items to be discussed; it is also necessary to know how those items are to be dealt with.

As with the hidden agenda, there are a number of things a chairperson can do to deal with the written agenda successfully.

Task 17

As a group, make up a list of ten golden rules for successfully organizing a meeting. Use your imagination freely and select the best proposals only when the group runs out of ideas.

Suggested time: 15 minutes.

List your ten rules in the space below:

1. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
2. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
3. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
4. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
5. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
6. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
7. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
8. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
9. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
10. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

(The instructor will discuss answers and explain the reason for and importance of each rule) .

Task 18

Below you will find a list of terms often used in meetings. For each one, w rite in the space provided what you believe is its correct meaning. The instructor will discuss answers.

ABSTAIN - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

ABSTENTION - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

ADDRESS THE CHAIR - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

AGAINST - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

AGREED - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

AMEND - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

ANY OTHER BUSINESS (AOB) - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

APOLOGIES FOR ABSENCE - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

CALL A MEETING - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

CALL FOR ORDER - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

CARRIED - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

DEFEATED - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

MOTION - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

NOMINATION - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

ORDER - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

OUT OF ORDER - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

POINT OF ORDER - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

PROCEDURE - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

PROPOSER - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

QUORUM - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

RESOLUTION - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

RIGHT OF REPLY - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

RULES OF PROCEDURE - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

SECONDER - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

SECRETARY - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

SHOW OF HANDS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Functions

For any committee to function efficiently, every member should be able to perform his or her role properly. What are the functions to be given to each person taking part in a meeting?

Task 19

Below is a list of functions belonging to committee members. Five functions belong to the Chairperson, six functions belong to the Secretary, and the remaining five belong to the other committee members.

Next to each function, mark who is responsible for it. Put C for Chairperson, S for Secretary and M for Member.

1. Guides the committee to make progress.__
2. Knows what the responsibilities of the committee are.__
3. Assists the chairperson in conducting the meeting.__
4. Arranges everything in preparation of the meeting. __
5. Performs his or her duties with tact, courtesy and firmness.__
6. Makes meaningful contributions during the meeting.__
7. Directs, limits and controls contributions by members during the meeting. __
8. Takes notes during meetings. __
9. Steers the discussion towards decisions. __
10. Carries out the committee's decisions. __
11. Prepares him/herself thoroughly for a meeting. __
12. Deals with all correspondence. __
13. Helps the chairperson to make progress. __
14. Knows the rules of procedure and implements them. __
15. Prepares notices and agendas for the meeting. __
16. Writes minutes for circulation. __

Task 20

Carefully read the following situations. Each situation is an example of a problem arising from a committee member not carrying out his or her function effectively. For each of the five situations, decide which member caused the problem and what action should have been taken to prevent the problem from happening.

1. The topic being discussed at the meeting is new to the members. As a result, some of them cannot follow the discussion.

Cause:
Action:

2. Members raise too many irrelevant points during the meeting.

Cause:
Action:

3. Most of the resolutions passed at the previous meeting are not implemented because the responsible members do not know or have forgotten the tasks assigned to them.

Cause:
Action:

4. The meeting has to be postponed because the committee failed to raise enough members to form a quorum.

Cause:
Action:

5. Too many things are discussed and as a result the meeting takes too long.

Cause:
Action:

EXERCISE FOUR

ORGANIZING AN EFFECTIVE MEETING

Duration: Approx. 1.5 hours

Instructions

1. Distribute one copy of the task sheet to for trainer each participant.
2. Explain the task to the group and allow for time to ask questions.
3. Let each participant work individually on the task for about 30 minutes.
4. Let one person make a presentation of his or her solution on the chalkboard. The other participants will comment and add their own suggestions.
5. Allow for time to have another person make a presentation if requested.
6. Summarize the main features of the solutions presented by the group and relate them to the ten rules for preparing a meeting.

EXERCISE FOUR: ORGANIZING AN EFFECTIVE MEETING

TASK SHEET

Instructions for trainee

You have been asked to organize a neighborhood meeting for beneficiaries of a self-help low-income housing scheme. The participants want to organize a building materials production co-operative. They know very little about co-operatives and therefore will need some information before they can start working towards such a goal. You cannot provide them with the information yourself because you are not an expert on co-operatives, but you are responsible for organizing the meeting.
With the ten rules for organizing a good meeting in mind, answer the following questions:

1. What do you hope to achieve with this meeting?

2. Who should be involved? (Think of the various functions to be fulfilled and of the degree of involvement of each party)

3. What would be the role of each of the participants?

4. What would the agenda look like?

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

5. Where will the meeting be held? What day of the week and what time of the day? How will participants be informed? Do you need any special facilities?

6. What decisions should be the result of this meeting if everything goes according to your agenda?

7. How will you ensure that there will be a follow-up to the decisions that are going to be made during the meeting?

EXERCISE FIVE:CONDUCTING A MEETING

Duration:

Depending on the number of teams in the group and whether video is used for feedback.

(Approx. 2 to 2.5 hours).

Instructions

1. Form groups of four to five people. for the trainer
2. Give each group a different topic for discussion which it will take as its main agenda item.
3. Explain that each group has to appoint a chair per son.
4. As soon as the chairpersons have been chosen, have them leave the room for ten minutes to prepare their role.
5. While they are out, explain to the others that each group now has to appoint the following persons:

- a member with a hidden motive;
- a member who knows everything already;
- a member who does not like to talk;

These persons will be known to everybody except the chairperson.
6. Let them work out their roles for the remainder of the ten minutes.
7. Call the chairpersons back into the room and distribute copies of the rating sheet to each participant. Each participant should receive as many copies as there are groups to rate. This sheet will be used for marking the performance of each group and each chairperson.
8. Let the first group hold its meeting while the other groups look on and make notes on the performance of the group as a whole and of its chairperson in particular. When the first group has finished, the second group starts, and so on until all groups have taken a turn. Each group should complete its meeting within twenty minutes.
9. Evaluate the exercise with the help of the rating sheets. If video has been used to make a record of the meetings, select only those parts for playback which highlight important points.

EXERCISE FIVE =CONDUCTING A MEETING

RATING SHEET

Instructions for trainee

On each of the following scales, give a score for the performance of the group that just finished meeting.
NAME OF THE GROUP
(tick one)

Good	___	1. How would you rate the chairperson' s handling of the member with a hidden motive?
Average	___
Poor	___
Good	___	2. How would you rate the chairperson' s handling of the member who knows everything?
Average	___
Poor	___
Good	___	3. How would you rate the chairperson's handling of the member who does not talk?
Average	___
Poor	___
Good	___	4. How would you rate the chairperson's qualities as a facilitator?
Average	___
Poor	___	(Keep in mind the ten golden rules for dealing with the hidden agenda.)
	___	Explain briefly in the space below what your main reasons were for giving this mark to the chairperson.
Good	___	5. How would you rate the quality of the meeting in general?
Average	___
Poor	___

Explain briefly in the space below what your main reasons were for giving this mark to the meeting.

Points
Good	___	6. Now give 2 points for each 'Good' mark,
Average	___	1 point for each 'Average' mark,
Poor	___	and O points for each ' Poor' mark.

The overall rating for this group will be found by adding all the points and dividing them by the number of persons giving marks.