Procedures and policy for meetings
Discuss about the Manage Meeting for American Journal of Transplantation.
Procedures and policy are very important elements of the meeting be it a formal or informal meeting. Policies set the purpose of the meeting and ensure that all the convention agenda of the meeting are adhered. When preparing a meeting, the purpose of the meeting should be determined. Neisser (2011) the venue for the meeting is supposed to be set and time for the meeting. Laws of attendance of the meeting should be imposed. Those who do not attend the meeting without a genuine reason should be penalized according the policy on absence in the meeting without apology. The chairman of the meeting is supposed to give the order in which events are to be carried out (Haas et al 2014, p.272-273). No one is supposed to overreact or interrupt other members in meeting discussion. There is supposed to be a policy on way of giving the speech and views. Bowser (2015) every member of the meeting should abide by the procedure given by the chairman. Failure to follow what the chairman of the meeting order, should lead to a penalty. The penalty should be determined by the policy on fines set by the committee members.
According to Tipirneni (2014), the transcribed notes are very different from the real speech. The original minutes has the original information from the meeting. There are some aspects of inaccurate from the transcribed notes by the minute’s taker for the meeting. It is true that the minute taker is just a human being and can make some errors while taking the notes of minutes. The one taking minutes may forget to write some important points of the minutes (Balinski and Young 2010, p.67). The person may not hear some points given in the meeting and therefore I find inaccurate in the transcribed notes of the meeting than that the original minutes.
Agenda of the meeting: The subject of the meeting: Discussion of challenges facing the organization and solutions. The meeting is to be attended by all staff members of the organization. To be held within the organization after normal working hours. All members to come prepared for the agenda of the meeting. All members to adhere to the time stipulated for the meeting (Carraher et al 2008, p.771).
Meeting conducted has been demonstration the verbal exchange of the suggestions and proposals. Every member is given a specific time from to share his or her views regarding the agenda of the meeting. The questions are answered at a time and answers are given systematically. Each member is given a chance for a question or to answer a question.
Importance of minute taking in the meeting
When preparing for the meeting, the time frame scheduled should fit each member for the meeting. The time should not interfere with the programs of any member. The budget for the meeting should be pocket-friendly for every member. To avoid chances of absenteeism for the meeting, it is very important for a timely schedule of the meeting (Sharma 2009, p.245). Every member of the meeting should be given a chance to express the time suitable for the meeting.
Curtis et al (2012) explicit organization protocols and procedures are the main chance for the successful meeting. Procedures which are put in plain and clearly stated will not bring any contradictions in the meeting. There will no need for illustrations for the same. Explicit can be defined by making sure that all the protocol is written in language that every member of the meeting is able to understand. The language used in the writing the procedures used is very simple and easy to be understood by every member. Implicit is occurs when the part of the meeting program is very complex and is not able to be understood by each member (Rosen 2007, p.844). This is simply done by using the language which is not well understood by every member of the meeting. The terminologies used in organizing the meeting matters a lot whether it will be implicit or not.
For the upcoming meeting in the workplace, notice board will be proper channels for communicating this meeting. Every member is advised to read the notice board every time within the workplace. Most of the information is passed through notice board to reach many people and therefore it is very important for every member of the organization to be in touch with what is on the notice board. As the meeting initiator, I will be calling the head of each department within the organization to make sure that he communicates the same to each other member for in case he or she did not read from the notice board.
For the preparation of the phase for the forthcoming meeting, I will frame time and the venue for the meeting in advance. I will make sure that the venue is not interfered with by any other meeting or event. The sequence of attendance will be predetermined by the time of arrival. It will not interfere with any other activity within the organization or the activities of other organization members (Gunny 2010, p.855). The event will allow lateness timeframe for in case any member faces the problem to attend the meeting late. It will not be so strict on late of the members but for a certain time to be framed. What will not be allowed is absenteeism without the apology. Any member who will not be able to attend this is given enough time to clarify this with the meeting chairman.
Agenda of the meeting
Agenda – is the activities of the meeting and the order in which those activities will be taken. It starts with the call to order all the way to adjournment. It contains more of the specific items to be discussed in the meeting.
Apologies – these are the notification for the meeting attendance that will not be able to be the part of the meeting. The apologies come along with the genuine reasons for not attending the meeting that will be accepted by all members.
Chairperson – This is the person who is the head of the meeting. He/she gives the direction of the events to be tackled during the meeting. He controls what is said in the meeting and makes sure that only the relevant part of the meeting is focused.
Proposal – This is the suggestions given by the members of the meeting in regard to the agenda of the meeting. It is acceptable to each member of the meeting since it is carefully discussed by each member of the meeting and suggested to be offered.
Quorum – This is the minimal number of the people or member of the meeting who should be present for the validity of the meeting proceeding.
Responsibilities of a chairperson
- He provides the leadership in the meeting by controlling all the events to be taken at the meeting.
- He makes sure that the management for the meeting is well functioning
- He ensures that the proceeding of the meeting are well followed
- He provides the supervision of the meeting to make sure every member is focused on the main agenda of the meeting no deviation.
The meeting types that may have taken plan are as follows;
Some of the changes within the organization need a wise decision to be made. It is therefore an important thing for the meeting to be held to discuss the impact of the decision to be made. Gutmann (2016) the negative side of the decision is weighed by the positive site and if its advantages are more the decision is upheld (Fine 2008, p.931).These meetings have been held for every successful organization since through this every member is able to bring some views concerning the drawbacks that may arise from the decision or advantages.
There will be always a certain problem that will arise in any organization. It is very important for the meeting to be held for the discussion of the problem and the ways to solve it. In this type of the meeting, the root cause of the problem will be addressed and rights measures be taken.
Meeting procedures and the policies are well located in the meeting policy council. The chairman of the meeting should have the procedures of the meeting and therefore through the chairman of the meeting, the protocols can be traced (Polletta 2012, P.8). Completion of the meeting can be done through video and audio recording format simply because we are in digital era and these two methods are more accurate that transcribed notes (Din 2014, p.631).
Meeting conducted for sharing views
According to Votta (2013) distribution of the agenda and the papers containing the matter of the meeting should be done on time. It should be done in such a way that every member has time to evaluate the main agenda of the meeting. Identification and invitation of the members are done by writing down their names of invite in the card. The confirmation of the meeting arrangement is done before the actual meeting to make sure that everything is set in place. The meeting is run according to the stipulated procedures policies of the meeting.
In the focus of the meeting that has already taken place, the record and storage of the meeting documentation are well done to make sure that the upcoming meeting will be a continuation of the previous. This way will make the meeting a success. Following the policies of the meeting, no any member of the meeting is supposed to access the documents after the actual meeting. This is to prevent the cases of interfering with the proposals for the meeting (Harris et al 2016, p.1419). The signatures for the relevant individual should be imposed to make sure that there is evidence what was said in the meeting is from the relevant individuals.
Haas, M., Sis, B., Racusen, L.C., Solez, K., Glotz, D., Colvin, R.B., Castro, M.C.R., David, D.S.R., David?Neto, E., Bagnasco, S.M. and Cendales, L.C., 2014. Banff 2013 meeting report: inclusion of c4d?negative antibody?mediated rejection and antibody?associated arterial lesions. American Journal of Transplantation, 14(2), pp.272-283.
Balinski, M.L. and Young, H.P., 2010. Fair representation: meeting the ideal of one man, one vote. Brookings Institution Press.pp.67
Polletta, F., 2012. Freedom is an endless meeting: Democracy in American social movements. University of Chicago Press.pp8
Gunny, K.A., 2010. The relation between earnings management using real activities manipulation and future performance: Evidence from meeting earnings benchmarks. Contemporary Accounting Research, 27(3), pp.855-888.
Fine, J.D., Eady, R.A., Bauer, E.A., Bauer, J.W., Bruckner-Tuderman, L., Heagerty, A., Hintner, H., Hovnanian, A., Jonkman, M.F., Leigh, I. and McGrath, J.A., 2008. The classification of inherited epidermolysis bullosa (EB): Report of the Third International Consensus Meeting on Diagnosis and Classification of EB. Journal of the American Academy of Dermatology, 58(6), pp.931-950.
Harris, N.L., Jaffe, E.S., Diebold, J., Flandrin, G., Muller-Hermelink, H.K., Vardiman, J., Lister, T.A. and Bloomfield, C.D., 2013. The World Health Organization classification of neoplastic diseases of the hematopoietic and lymphoid tissues: report of the Clinical Advisory Committee meeting, Airlie House, Virginia, November, 1997. Annals of Oncology, 10(12), pp.1419-1432.
Rosen, C.J., 2007. The rosiglitazone story—lessons from an FDA Advisory Committee meeting. New England Journal of Medicine, 357(9), pp.844-846.
Sharma, V.,2009. Determinants of audit committee meeting frequency: Evidence from a voluntary governance system. Accounting Horizons, 23(3), pp.245-263.
Bowser, E., 2015. EXECUTIVE COMMITTEE MEETING. Journal of Film Preservation, (30), p.1.
Din, S.U., Gateway Inc, 2014. Recording meeting minutes based upon speech recognition. U.S. Patent 6,754,631.
Votta Jr, L.G., 2013. Does every inspection need a meeting?. ACM SIGSOFT Software Engineering Notes, 18(5), pp.107-114.
Neisser, U., 2011. John Dean's memory: A case study. Cognition, 9(1), pp.1-22.
Gutmann, J., 2016. Taking minutes of meetings. Kogan Page Publishers.p90
Curtis, P., Gupta, A., Johnson, B., Drakos, K.J., Hough, P.J., Czerwinski, M.P., McAniff, R.J. and Ozzie, R.E., Microsoft Corp, 2012. Collaborative generation of meeting minutes and agenda confirmation. U.S. Patent 8,266,534.
Carraher, T.R., Cohen, G.A., Gellin, J. and Lyle, R.D., International Business Machines Corp, 2008. System to relay meeting activity in electronic calendar applications and schedule enforcement agent for electronic meetings. U.S. Patent Application 11/463,771.
Tipirneni, K., 2014. Virtual meeting place system and method. U.S. Patent 8,887,069.
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