Management Communication N4 | Meeting Procedures and Correspondence

Introduction

Meetings are a common and essential activity in businesses, organizations, and various groups, including clubs, trade unions, political parties, and even informal groups like stokvels. Entrepreneurs, managers, and employees frequently participate in meetings at different levels within their organizations, with managers often spending a significant portion of their workday in meetings. The primary purpose of meetings is decision-making and problem-solving, offering a platform for employees to voice their opinions, which is a key aspect of participatory management.

For meetings to be effective, they must be well-managed. Poorly conducted meetings can lead to frustration, conflict, and a loss of productivity, while well-run meetings foster good communication and encourage personal contributions. Understanding meeting procedures and terminology is crucial for anyone attending or leading a meeting. Those unfamiliar with these aspects may feel hesitant to share their ideas, hindering their participation and missing opportunities to contribute.

Therefore, it is important for entrepreneurs, managers, employees, and students to have a solid understanding of meeting procedures, including the roles of participants and the terminology used

Definition of a Meeting

A meeting is a formal gathering of two or more people who come together to discuss, plan, and make decisions on matters of common interest. Meetings are held in various settings, including businesses, schools, government institutions, and community organizations. They serve as platforms for problem-solving, decision-making, planning, and sharing information.

For example, in a business setting, employees may attend a meeting to discuss new company policies, while in a school environment, the school management team may meet to review academic performance. Similarly, in government organizations, officials may hold meetings to discuss public policies or strategies for community development.

Conditions for a Valid and Legally Binding Meeting

For a meeting to be considered valid and legally binding, it must meet specific conditions. These conditions ensure that the meeting is properly organized, decisions made are legitimate, and all participants have the opportunity to contribute.

A meeting is considered duly constituted when the following key conditions are met:

1. Properly Convened: The meeting must be called together by an authorized person, with the notice and agenda sent to members within the time limit set by the constitution. This ensures that all participants are informed in advance and have adequate time to prepare.
2. Quorum Present: A quorum, which is the prescribed minimum number of members, must be present for the meeting to proceed. Without the required number of members, the meeting cannot make binding decisions.
3. Correct Person as Chairperson: The meeting must be chaired by the correct individual, as defined by the organization’s rules. The chairperson is responsible for overseeing the meeting and ensuring it runs smoothly.
4. Proper Appointment of Chairperson: The chairperson must be properly appointed according to the organization’s procedures, ensuring that they have the authority to lead the meeting effectively

Types of Meetings

There are two types of meetings namely: Public meetings and Private meetings

Public Meetings

A public meeting is a gathering that is open to the general public, where anyone can attend without needing a formal invitation or membership in a specific organization. These meetings are usually held to discuss issues of public interest, such as social, economic, or political matters. They provide a space for members of the community to voice their opinions, raise concerns, and receive important information.

Purpose of Public Meetings

Public meetings serve as platforms for communication and awareness. They allow individuals and organizations to share information about significant societal issues. For example, a group advocating for environmental protection may hold a public meeting to educate the community about deforestation and pollution. Similarly, a political party may organize a meeting to explain its policies and gain public support.

Another key function of public meetings is lobbying. Interest groups, activists, or political representatives use these meetings to persuade people to support their cause. This can include advocating for policy changes, encouraging public participation in certain initiatives, or increasing awareness about pressing social issues.

Examples of Public Meetings

There are different types of public meetings, each serving a unique purpose. Some common examples include:

1. Political Meetings – These gatherings are organized by political parties, leaders, or government representatives to discuss policies, elections, or governance issues. Politicians often use public meetings to present their manifestos, clarify political strategies, and engage with the community.
2. Nature Conservation Meetings – Environmental organizations or conservation groups may hold meetings to discuss topics such as climate change, wildlife protection, and sustainable practices. These meetings help educate the public and encourage participation in environmental conservation efforts.
3. Public Religious Meetings – Religious institutions or leaders may organize public meetings to share teachings, promote religious values, or engage in community service activities. These meetings are often open to individuals of all backgrounds.
4. Symposiums – These are structured public meetings where experts discuss specific topics in detail. Symposiums are common in academic, scientific, or professional settings, where knowledgeable individuals share insights and perspectives on various issues.

Organization and Notification of Public Meetings

To inform the public about upcoming meetings, announcements are made through mass media channels. These include:

• Newspapers – Public meetings are often advertised in local or national newspapers to reach a broad audience.
• Radio and Television – These platforms are used to broadcast meeting notices and encourage public engagement.
• Posters and Flyers – Physical advertisements placed in strategic locations, such as schools, community centers, and marketplaces, help spread the word about upcoming meetings.

Frequency of Public Meetings

Unlike formal board or council meetings, public meetings do not occur on a regular schedule. Instead, they are held only when a need arises. For example, if a new government policy is being introduced, a public meeting may be organized to inform citizens about its implications. Similarly, community leaders may arrange a meeting in response to a pressing social issue that requires public awareness and discussion.

Characteristics of Public Meetings

• Open to anyone, regardless of their affiliation with an organization.
• No formal voting or decision-making usually takes place.
• They serve to inform, discuss, and gather public opinion on relevant matters.
• Organized by government bodies, community organizations, or advocacy groups.

Private Meetings

A private meeting is a gathering that is restricted to a specific group of people, usually members of an organization, company, or institution, as well as invited individuals such as guest speakers and members of the press, may attend. In an era where transparency is increasingly emphasized across various sectors, private meetings are becoming more open to wider participation. Unlike public meetings, private meetings focus on internal matters such as strategic planning, decision-making, and organizational management.

These meetings are conducted in accordance with the organization’s constitution, ensuring that they follow established rules and procedures. During private meetings, binding decisions are made, and members have the right to vote on important matters.

Private meetings are exclusive gatherings attended by members of an organization. While non-members may be invited to participate, they do not have the right to vote. These meetings are crucial for internal decision-making, ensuring that confidential and strategic matters are discussed and resolved effectively. Private meetings include:

• General Meetings .
• Committee Meetings .
• Command/Management Meetings.

Characteristics of Private Meetings

• Attendance is limited to members of an organization or specific invitees.
• Discussions are focused on internal business or organizational matters.
• Non-members may be invited, but they usually do not have voting rights.
• They are formal in nature and often follow a structured agenda.

General Meetings

A general meeting is a gathering of all members of an organization where important decisions are made. Since all members are allowed to attend and vote for the executive or standing committee or to change the constitution. it is considered the highest decision-making authority in the organization. General meetings are classified into three main types:

• Regular General Meetings – These are scheduled periodically, such as monthly, quarterly, or per term, to discuss key organizational matters. These meetings ensure that members stay informed about ongoing issues and contribute to decision-making. For example, school staff meetings are conducted once a term to address common concerns and administrative updates, while local trade union branches may hold monthly meetings to discuss labor-related matters.
• Annual General Meetings (AGMs) – Held once a year, AGMs provide a comprehensive review of the organization’s performance over the past year. During these meetings, the chairperson presents reports on the organization’s activities, the auditor’s report is reviewed, dividends may be announced (in the case of corporations), and elections for new directors or executive members take place. Community-based organizations, such as child welfare groups, use AGMs to express gratitude to sponsors, release annual reports, and outline future projects.
• Special or Extraordinary Meetings – These meetings are convened when urgent issues arise that require immediate attention and cannot wait for the next regular meeting. They are called to address critical matters such as crisis situations or urgent policy changes. For instance, a trade union may hold a special meeting to discuss potential strike action, or a sports club may call one to deliberate on an important sponsorship deal.

Committee Meetings

A committee is a designated group responsible for handling specific tasks or managing daily operations within an organization. There are two main types: standing committees and special (ad hoc) committees.

• Standing Committees: These committees oversee ongoing organizational matters and include key members such as the chairperson, vice-chairperson, secretary, treasurer, and other selected individuals. To ensure efficient decision-making, the number of members should be small and odd-numbered, typically ranging from three to nine. Standing committees focus on specific operational aspects and provide recommendations through periodic reports, but they have limited executive authority.Organizations such as city councils often establish various standing committees, including:
  • Governance and Ethics Committee
  • Infrastructure and Development Committee
  • Public Safety and Emergency Services Committee
  • Economic and Trade Affairs Committee
  • Budget and Finance Committee
  • Human Resources and Welfare Committee
  For example, the Public Safety and Emergency Services Committee may oversee policies related to disaster preparedness and law enforcement strategies.
• Special (Ad Hoc) Committees: These temporary committees are created to address specific issues or projects. Once their purpose is fulfilled and a final report is submitted, they are dissolved.An example of this is when a university forms a special committee to organize a national research conference. This committee meets to handle logistics, secure speakers, and finalize arrangements, disbanding once the event is successfully completed.

Committee meetings play a crucial role in organizational management, ensuring that specific functions and responsibilities are effectively addressed.

Control of Meetings: The Role of the Constitution

The constitution serves as the foundational document for the organization, setting out the rules and regulations for its operation. It ensures that all activities, including meetings, are carried out according to agreed-upon guidelines.

Key Aspects of the Constitution Relating to Meetings

1. Name of the Organization

The constitution will specify the official name under which the organization operates. This name is essential for identifying the entity in official documents, communications, and other legal matters, ensuring consistency and formality in all its dealings.

2. Date of Constitution’s Completion

The constitution should include the date on which it was formally completed and came into force. This date marks the legal establishment of the organization and serves as a point of reference for when the rules and regulations become applicable.

3. Aims and Objectives

The constitution will outline the overarching purpose of the organization. It will define the goals and objectives the organization seeks to achieve, which will guide decision-making and priorities during meetings and other organizational activities.

4. Mission Statement (if applicable)

If the organization has a mission statement, it will be included in the constitution. This statement will articulate the core values and guiding principles of the organization, serving as a foundation for decision-making and long-term planning.

5. Membership Requirements

The constitution will specify the criteria for membership, including who is eligible to join the organization and the responsibilities and obligations of members. It also outlines the process for admitting new members and the rights they are entitled to upon membership.

6. Composition of the Executive Body

This section of the constitution will detail the structure of the executive leadership. It will identify the key roles, such as president, secretary, and treasurer, and outline their duties, privileges, and responsibilities. The constitution will also specify the procedures for electing executives, the terms of office, and any limits on re-election or tenure.

7. Meetings

The constitution provides guidelines on the organization and conduct of meetings, covering several important aspects:

• Notice of Meetings: It will define how and when members are to be notified about upcoming meetings, ensuring that all members have ample time to prepare.
• Required Quorum: The constitution will specify the minimum number of members required to be present at a meeting to make decisions legally binding.
• Voting Procedures: It will outline the process for decision-making, including how votes are cast, who is eligible to vote, and what constitutes a successful vote (e.g., a majority).
• Amendments of the Constitution: The procedures for changing the constitution, usually requiring a higher majority for approval, will be detailed.
• Minutes and Agenda: It will specify how minutes should be taken and distributed after meetings, as well as how meeting agendas should be prepared and shared beforehand.

8. Finances

The constitution will outline the organization’s financial management, including:

• The procedure for appointing auditors to oversee the organization’s financial transactions.
• The management of membership fees, ensuring that funds are properly collected and allocated.
• The designation of banking institutions and account signatories to ensure transparency and accountability in the handling of financial resources.

9. Dismissal and Suspension of Members

The constitution will provide clear guidelines on how members can be dismissed or suspended from the organization. It will outline the circumstances under which disciplinary actions may be taken, ensuring fairness and accountability in these processes.

10. Dissolution Procedures

The constitution will detail the process for dissolving the organization if necessary. This section will include the steps to be followed for legally winding down the organization, including how assets will be distributed or liquidated, ensuring that the dissolution is carried out in an orderly and transparent manner.