MEETINGS AND MOTIONS

MEETINGS & MOTIONS : 

MEETINGS & MOTIONS -By Dr. D. S. Chandel

WHAT IS A MEETING? : 

WHAT IS A MEETING? A gathering of people, working together in a courteous spirit, getting the business done, resolving issues in a fair way.

GLOSSARY OF TERMS : 

GLOSSARY OF TERMS CHAIR - person selected to designate who may speak at any given time. RULES OF ORDER – meeting rules geared to working out satisfactory solutions to the greatest number of questions in the least amount of time. QUORUM – a minimum number of members who must be present to conduct business, generally a majority of the members.

GLOSSARY OF TERMS(continued) : 

GLOSSARY OF TERMS(continued) ADJOURN – to close the meeting. MOTION – a clearly stated proposal offered by a member for the group to take certain action “I move that…” SECONDING A MOTION – a motion must be seconded in order to be considered – shows that at least two members want the proposal considered.

GLOSSARY OF TERMS(continued : 

GLOSSARY OF TERMS(continued STATING THE QUESTION - once a motion is moved and seconded , the Chair states the proposal and calls discussion. DEBATE ON THE MOTION - discussion of the proposed action. PUTTING THE QUESTION – following discussion, the Chair asks “Are you ready for the question?” calling for the vote on the motion.

GLOSSARY OF TERMS(continued : 

GLOSSARY OF TERMS(continued STANDING COMMITTEE – appointed by the Chair or elected by the group , members generally serve for the same period as the officers of the group. SPECIAL (ADHOC COMMITTEE) – created for a particular purpose, members appointed by Chair or through motion , for a set period of time, or until matter is resolved.

AGENDA : 

AGENDA Reading & approval of minutes of last meeting. Reports Un-finished business New business with the permission of the chair Adjournment

GROUND RULES : 

GROUND RULES Start on time SWITCH OFF the cell-phones Stick to the agenda Speaks one at a time Speaks only with permission Participate actively—right & responsibility Initiate ideas Listen attentively Show regards to others views

GROUND RULES (Contd.) : 

GROUND RULES (Contd.) Give others the chance to talk Avoid side talks Offer comments-only relevant to the issue Speak loudly & clearly Ask questions Seek clarification Make notes

GROUND RULES (CONTD) : 

GROUND RULES (CONTD) Foster respect, acceptance, trust, caring Conduct personal business outside the meeting Communicate—say what you think &feel Conduct group business in front of the group Make the decision End on time

PURPOSE OF THE MEETING : 

PURPOSE OF THE MEETING Essential or non-essential(if later do not call) To review the last meeting? expected to be done, has been done, deviation if any, solution to deviation. To give direction To share information Solution to the problem For effective planning To arrive at a conclusive decision

PARTICIPANTS : 

PARTICIPANTS Invitation well in advance Agenda circulated beforehand Venue & time informed

PREPARATION : 

PREPARATION Venue should be comfortable-not office room Recording of the minutes Assign responsibility (catering, writing etc) Discuss items in detail Stick to the relevant items Discuss under time frame It should be a business meeting

PROCEDURE : 

PROCEDURE Sit on the chair on time Welcome the participants Review of the last meeting Issues of the present meeting Recording of the minutes—never your self. u should read &speak only Sign the minutes within 48 hrs.(memory for 48hrs)

PROCEDURE (CONTD) : 

PROCEDURE (CONTD) Any other item with the permission of the chair Thanking note

CHAIRING THE METTING : 

CHAIRING THE METTING Take neutral position on all issues Focus group energy on the agenda Suggest alternate solutions Prevent individuals from verbal/side talking Encourage all members to speak Keep enthusiasm high Enable win-win position

CHAIRING------ : 

CHAIRING------ Co-ordinate pre & post meeting events Seek clarity on issues

PERFORMANCE : 

PERFORMANCE Is the review complete? problem analysis complete? decision making complete? Chairman to weigh his words. Meeting should attract people’s attention-do not make it boring People should feel attracted to attend meeting

POST-MORTEM : 

POST-MORTEM Did the meeting start in time? Were constructive decisions taken? Was the spirit of co-operation there( no legg pulling, rough talk) Time schedule adhered? Was point wise time allocated?

PROFILE OF PARTICIPANTS : 

PROFILE OF PARTICIPANTS YES MAN NO MAN COMPULSIVE-speaks too much,most irritating INTERRUPTER-always interrupt SLEEPY—has to be woken up by making him speak DOODLER—making diagrams

TEAM : 

TEAM T Together E Everyone A Achieves M More

Slide 22: 

THANKS