The characteristics of a successful meeting are: starting and finishing on time, transaction of all businesses in the agenda in a satisfactory manner and the observance of proper decorum by all concerned.
Tips on How to Conduct a Successful Meeting
Proper preparations by the chair and members before the meeting will ensure that the meeting progresses without a glitch. The following measures will help to make a meeting successful:
- At the exact time mentioned in the agenda, the chair should call the meeting to order. See the illustration for a sample agenda.
- Next the quorum should be ascertained. Usually a quorum consists of a majority (more than half the members of the organization). In large organizations, a smaller quorum, like one third may be set by the constitution and bylaws so that meetings are not abandoned for want of sufficient quorum.
- If there are insufficient members for a quorum to constitute, the chair should postpone the meeting for a certain time, say, 10 minutes, till there is enough quorum. This should be included in the minutes and mentioned during the start of the meeting so that latecomers realize their folly. The quorum requirement is insisted upon to avoid important decisions being taken by an unrepresentative minority.
- Once the quorum is ascertained, after roll call, the chair will read out the agenda and have it approved by the meeting. The meeting will then proceed according to the agenda.
- A time limit should be fixed for each item on the agenda.
Speaking at a Meeting: Dos and Don’ts
Members and the chair will follow a few principles while expressing themselves during the meeting.
- Permission to speak is obtained by raising hand. Member who first raises his hand should be recognized and given the opportunity to talk first by the chair.
- Except in a few instances of the privileged motions and motions like points of order and point of information, it is not courteous to stand or speak while another member has the floor. The member who does so should not be allowed to speak next.
- When more than one member properly requests to speak during a debate, certain rules are applied: the member who had presented the motion should be given preference over the others even if late to rise so that he can clarify the points raised by the members. No one should be given a second chance until everyone has had their chances to speak. An intelligent chair can also alternate speakers from all sides so that various viewpoints are appreciated.
- Speaking is usually not in order until the chair indicates when to start. Once recognized, the speaker should address the chair and give his name and state whom (which committee/group etc) he represents.
- Once a report is presented, it is followed by a motion or call for action. After the statement of the motion, the person who presented the report gets the first chance to talk.
- When the chair rises or uses the gong, all talks should stop.
- A time limit should be imposed for each member; otherwise the meeting may overshoot its projected adjournment time.
- If the discussion lingers on, it can be stopped by a motion, which requires a two thirds majority to be sustained.
It is imperative that the formal meeting procedures are followed to the letter at all times. A meeting is convened with a specific purpose geared towards certain goals. To obtain the desired result requires a conscious, concerted effort on the part of the chairman and participating members. The chair should be aware of how to chair meetings effectively and all those present should have an elementary knowledge of different types of formal meeting motions to guide them through the meeting to its successful culmination.
Further Reading
Hanish Babu - Dr.Hanish Babu, MD is a dermatologist and a feature writer on Suite101.com with more than 200 articles related to skin diseases on the ...
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