Office Practice · Lesson 12

Types of meetings, requirements, procedure, terms, officers and minutes

WAECNECO

What the syllabus asks

WAEC: definition; purposes; types (statutory, emergency, board, management, AGM, staff, committee); procedure for conducting a meeting (opening, adoption of agenda, reading and adoption of previous minutes, matters arising, main business, AOB, chairman’s closing remarks, adjournment/closing); terminologies (agenda, adoption, AOB, adjournment, etc.); roles of chairman and secretary; minutes (meaning…

NECO: definition; purposes; types (statutory, emergency, board, management, AGM, staff, committee); procedure for conducting a meeting (opening, adoption of agenda, reading and adoption of previous minutes, matters arising, main business, AOB, chairman’s closing remarks, adjournment/closing); terminologies (agenda, adoption, AOB, adjournment, etc.); roles of chairman and secretary; minutes (meaning…

What you will learn

Define a meeting and state its purposes.
Describe the types of meetings.
State the requirements of a valid meeting and calculate quorums.
Outline the procedure for conducting a meeting.
Explain meeting terminologies, motions and voting.
Describe the roles of the chairman and the secretary.
Explain the types and contents of minutes and write minutes.

Key points

Meetings serve decisions, information, consultation and coordination.
Types: statutory, emergency, board, management, AGM, staff, committee.
Committees: standing, ad hoc, sub, joint, executive.
Validity: notice, quorum, chairman, agenda, minutes.
Order: open, agenda, minutes, arising, business, AOB, close.
Know terms: adoption, adjournment, sine die, nem. con., proxy, co-opt.
Motion → seconded → debate → vote → resolution.
Chairman: presides impartially, keeps order, signs minutes.
Secretary: notice, agenda, records, minutes, follow-up.
Minutes: accurate, brief, past tense, third person.

Start here: Meaning and purposes of meetings

A meeting is a gathering of two or more people, properly convened, to discuss matters of common interest and to take decisions. In an office context, a meeting is usually called by notice, follows an agenda, is controlled by a chairman, and is recorded by a secretary in minutes. Meetings may be held physically, by telephone conference or by video conference.

Purposes of meetings

Decision-making: matters are discussed and decided collectively, for example approving a budget.
Giving and receiving information: management informs staff of new policies; departments report progress.
Consultation: obtaining views of members before decisions are made.
Coordination: heads of department align their plans.
Problem-solving and brainstorming: many minds generate solutions.
Legal requirements: companies must hold certain meetings (statutory meeting, AGM) and pass certain resolutions.
Accountability: directors report to shareholders; officers report to committees.
Election of officers: for example, election of directors or association executives.
Motivation and team spirit: participation increases commitment.
Negotiation: management and unions reach agreements.

Disadvantages of meetings

Time-consuming and costly in staff hours.
Decisions may be delayed by long discussion.
Domination by a few talkative members.
Responsibility may be diffused (“the committee decided”).
Poorly run meetings waste time and frustrate members.

Cost of a meeting. Ten managers, each costing the company about ₦6,000 an hour in salary and benefits, attend a meeting lasting 2.5 hours. The staff-time cost is 10 × 6,000 × 2.5 = ₦150,000, before refreshments and preparation. A clear agenda and time limits help make that cost worthwhile (illustrative figures).

Formal and informal meetings

A formal meeting follows rules: notice, agenda, quorum, chairman, motions and minutes; examples are board meetings, AGMs and council meetings. An informal meeting is a less structured discussion, such as a short team briefing or a chat between two officers, with little procedure and perhaps only brief notes. Office Practice examines mainly formal meetings, but the same habits of preparation, purpose and follow-up improve informal meetings too.

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Practice questions

1. The minimum number of members for a valid meeting is the

quorum
proxy
agenda
motion

Show answer

A: quorum
Quorum.

2. One-third of 45 members is needed. With 14 present the meeting

can proceed
must vote
is an AGM
cannot validly transact business

Show answer

D: cannot validly transact business
Quorum 15.

3. A list of items to be discussed at a meeting is the

proxy
quorum
agenda
minutes

Show answer

C: agenda
Agenda.

4. A person who votes on behalf of an absent member is a

chairman
proxy
mover
seconder

Show answer

B: proxy
Proxy.

5. Adjourned sine die means adjourned

with no fixed date
until tomorrow
for one hour
permanently cancelled with a vote

Show answer

A: with no fixed date
No date.

Key words

Meeting: Properly convened gathering to discuss and decide.
AGM: Annual general meeting of members.
Statutory meeting: Once-only company meeting required by law.
Quorum: Minimum attendance for valid business.
Agenda: List of business in order.
Matters arising: Follow-up of previous minutes.
AOB: Any other business.
Motion: Formal proposal for decision.
Resolution: A motion that has been passed.
Proxy: Person appointed to vote for a member.
Casting vote: Chairman’s vote to break a tie.
Minutes: Official record of a meeting.

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