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| Question | Answer |
| What are the 5 main purposes of a meeting | 1) Discuss and generate ideas 2) Consult on issues and solve problems 3) Motivate and for teambuilding 4) Set targets and objectives 5) Plan and make decisions |
| What makes an effective meeting? | Plan the meeting first - is it neccesary? Ensure it has a clear purpose Prepare and circulate agenda Set time limit Delegate responsiblity Follow up on agreed actions |
| Outline the rules of a formal meeting | Proper notice should be given The chairperson needs to be present A quorum of attendees must be present The main office bearers are present The meeting is conducted according to the rules |
| What is an AGM and it's purpose | A PLC must hold one each year All shareholders are invited to attend Purpose: Disucss company performance Examine accounts Accept Director and auditors' reports Elect new office bearers |
| What is an Extraordinary General Meeting | Usually held to resolve or discuss some issue that cannot wait until the next AGM eg a financial crisis. |
| What is a Board Meeting | The meeting held between the Directors of the company to discuss the strategic aims and organisational policies. |
| What is the role of an Executive Committee | Make binding decisions eg equal opportunities |
| What is the role of an Advisory Comitte | gives advice on a specific issue eg relocation |
| What is the role of a joint committee | improves communication between two separate committees eg Staff Social Committee and Staff Welfare Committee |
| What is the role of an Ad Hoc Committee | formed only for a specific issue or task eg retirement party or the opening of a new store |
| What is the role of a sub-committee | standing or ad hoc committee eg Equal Opportunities Committee forms a sub-committee to look at ageism in the workplace |
| What skills/qualities must a chairperson have? | 1) Personal skills/qualities to control the meeting 2) Respect from other members of the team 3) Tact and diplomacy 4) Fairness in judgment and casting vote |
| What are a chairpersons responsibilites before a meeting | Compiling the agenda Ensuring that previous minutes are correct |
| What are a chairperson responsiblities during a meeting | Ensuring that a quorum is present Starting and ending the meeting on time Keeping control of the meeting Giving everyone a chance to speak Explaining complex issues Deciding when it is time to vote, and summarising the discussion Declaring the results of the vote and recording the results Making decisions Closing or adjourning the meeting formally |
| What is a chairpersons responsibilities after a meeting | Liaise with the secretary regarding the preparation of the draft minutes and the agenda for the next meeting Take follow-up actions from the discussions as required Make any necessary decisions between meetings, usually in consultation with the secretary |
| What are the responsibilites of the secretary before a meeting | Book venue Order refreshments/equipment required Note meeting in relevant diaries Make copies of agenda/previous minutes Note any apologies |
| What are the responsibilties of the scretary on the day of the meeting | Check room is as expected (equipment/refreshments/heat/light, etc) Post sings and directions to meeting room Greet attendees |
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