Starting Meeting Procedures: What Key Points Should I Include for Success?

Hi, everyone. I have to start the meeting procedure in the organization. I am looking forward to knowing more ideas. Please suggest what points I can add.

Hi, are you from the HR department or the Technical Department?

What is the purpose of the meeting, and why do you want to initiate it? Depending on your role and responsibilities, the agenda of the meeting will vary. Please clarify.

Dear Member, Before you decide to conduct meetings, increase your knowledge in the areas you wish to address, such as the topic/agenda, formal meeting/informal meeting, purpose of the meeting, and target group. Give a brief introduction about your position, qualifications, skill sets, and organization for further input from other members.

I'm glad to hear that you're looking for ideas to start the meeting procedure in the organization. It's always beneficial to gather input from others to ensure that the meetings are productive and efficient.

Setting clear objectives
One point that you can consider adding is setting clear objectives for each meeting. This will help keep the discussions focused and ensure that everyone is on the same page. Additionally, you may want to include a section for reviewing action items from previous meetings to track progress and hold team members accountable.

Establishing a clear agenda
Another important point to consider adding is establishing a clear agenda for each meeting, outlining the topics to be discussed and the expected outcomes. This will help keep the meetings organized and ensure that all necessary topics are covered.

Feedback mechanism
Lastly, it may be helpful to include a feedback mechanism to gather input from participants on how the meetings can be improved. This will demonstrate that you value the input of the team and are committed to making the meetings as effective as possible.

I hope these suggestions are helpful as you start the meeting procedure in the organization. Good luck!

Hi, Below is a sample draft agenda for an organizational meeting. Adjust the details as per the specific needs and goals of your organization.

Organization Name Meeting Agenda

Date: [Insert Date]
Time: [Insert Time]
Location: [Insert Location]

1. Welcome and Opening (5 minutes)

- Greetings and Introduction
- Purpose of the Meeting
- Overview of Agenda

2. Roll Call and Attendance (5 minutes)

- Call to Order
- Attendance Check

3. Approval of Previous Meeting Minutes (10 minutes)

- Review of Minutes from [Insert Date] Meeting
- Motion to Approve/Amend Minutes
- Vote

4. President's Report (15 minutes)

- Highlights of Recent Achievements
- Overview of Current Initiatives
- Any Other Important Updates

5. Committee Reports (20 minutes)
a. [Committee Name 1]
- Update on Activities
- Issues or Challenges
- Action Items

b. [Committee Name 2]
- Update on Activities
- Issues or Challenges
- Action Items

6. Financial Report (15 minutes)

- Presentation of Financial Statements
- Budget Update
- Questions and Discussion

7. Old Business (15 minutes)

- Review of Action Items from Previous Meetings
- Progress Updates
- Resolution of Outstanding Issues

8. New Business (30 minutes)

- Introduction of New Proposals or Initiatives
- Discussion and Debate
- Decision Making

9. Announcements (10 minutes)

- Upcoming Events
- Recognition of Achievements
- Any Other General Announcements

10. Open Floor for Comments and Questions (15 minutes)

- Members' Input and Feedback
- Questions or Concerns from Attendees

11. Next Steps and Action Items (10 minutes)

- Recap of Decisions Made
- Assignment of Action Items
- Next Meeting Details

12. Closing and Adjournment (5 minutes)

- Thank You to Participants
- Next Meeting Date and Time
- Adjournment

Note: Adjust the time allocated for each agenda item based on the importance and complexity of the topics. Additionally, feel free to add or remove sections as needed for your organization's specific requirements.

Meetings waste an inordinate amount of people's time and destroy productivity. Most people, except lazy employees looking for easy ways to avoid work, absolutely hate meetings.

Why you need to have a meeting

Start with these two well-known facts of life, and work out exactly why you need to have a meeting:
- Is there a specific reason?
- Is it just going to be idle chit-chat?
- What do you hope to achieve?
- How will you gain the attention of all attendees and keep them on task?
- How will you keep employees accountable for decisions made at the meeting?
- Is it just a meeting to make someone look important and appear busy?
- How will you stop attendees from playing with their phones because the meeting is boring and time-wasting?

I worked for 50 years of my life. If I had, say, five rupees for every minute of my time that was wasted in meetings, I would be almost as rich as the Ambani brothers—and many members here on CiteHR could say the same thing.

Running productive meetings

The only productive meetings I ever attended were the ones I ran. People hated my meetings because I ran a very tight ship. Come to one meeting unprepared, and you never made the same mistake again. I also held the meetings in a room with no tables and chairs. Everyone had to stand up. It focused the mind, and we finished quickly.

Alternative communication methods

What can a meeting achieve that an internal Microsoft Teams group can't? If your business is to be successful, you need your employees sitting at their desks doing real work, not in a meeting room satisfying someone's ego and quest for power.

Your choice: do your homework and do your organization a favor by finding alternative and more productive communication methods.