Meetings Management Guidelines Ver02

8/10/2019 Meetings Management Guidelines Ver02

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Meetings Management Manual

Doc. No. G-QMS2014-002

File Ref: GLCI-QMS-A-4-1

MEETINGS MANAGEMENT GUIDELINES

Rev. No. 02

Status Released

Date Effective March 10, 2014

Page Number 1of 5

Prepared By: Reviewed By: Approved By:

________________________________Signature over Printed Name

________________________________Signature over Printed Name

_______________________________Signature over Printed Name

Position: Position: Position:

Date and time: Date and time: Date and time:

GLCI QMS 2014D:\Quality Management Systems\Management Review\Meetings Management Manual

Deputy QMR Quality Management Representative President/CEO

February 6, 2014 February 17, 2014 February 28, 2014

Any printed or saved version of this document is uncontrolled unless it is marked and approved for issue by the Quality Management Sy stem Representative.

Ethel Grace D. Lagartera Jesille Ann S. Monsalud Alexander L. Bangsoy

1.0 PURPOSE

a. The purpose of this document is to provide overall and standard guidelines in handling

various meetings being conducted in the company.

2.0 SCOPEa. This policy shall apply to pertinent management review, revision of policies, establishment

and maintenance of documentation of all departments/divisions/units.

b. This policy shall cover all partners who will conduct, oversee and attend corporate meetings.

3.0 DEFINITIONSa. Minute - summarized record of the proceedings at a meeting

b. Chair person - the person who was assigned to preside the meeting or who called such

meeting

c. Recorder - the person who will take note of the proceedings in a meeting. S/He is responsibleto arrange the agenda, to distribute the agenda, to inform the person/s who will attend the

meeting, and to distribute the unapproved/approved minute of meeting/s. S/He is also incustody of the copies of the minutes of meeting/s. S/He states to the committee the agendathat will be tackled during the meeting.

d. Minute Skeleton - an actual outline of the finished minute of meeting based on the agenda,spaces are allotted for the recorder to utilize during the meeting.

e. Agenda - list of things to be considered and discussed at a meeting. The agenda should bedivided into two sections, one for information (discussion) items and one for action items. A

third section for consent items may be included. Consent agenda is mainly to accept writtenreports.

f. Partners - Goshen Land bonafide employees

g. ROTI - Return on Time Invested

4.0 ASSOCIATED DOCUMENTS

a. Notice of Meeting Formb. Meeting Agendac. Minute Skeletond. Attendance Form (optional since attendance details are included in the minute skeleton)

5.0

RECORDSa. Minutes Reference Log sheet/logbookb. Minutes of Meetingc. Action Taken Summary Report


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6.0 TOOLS, GAGES, FIXTURES

Gauge to be used Brief Description Who will measure Methodology

ROTI Evaluation

Measures the productivity

and effectiveness of meetingsto its attendees

Chairperson

*administered bythe recorder

Assessment Type

Rated as follows:

Quantitative Rating Qualitative Rating Description

4 Superb Learned something that save significant time

3 Positive Learned something that will save time

2 Balanced Break even

1 Negative Time invested exceeded return

0 Worthless Waste of time

7.0 GENERAL GUIDELINESa. Convening a Meeting.

1. The CEO/President; Department/Division/Unit Head; Project Director and/or therespective secretary on the requisition of the former will, at any time, summon ameeting.

b. Notice/Call to the Meeting1. A meeting notice form for every meeting should be given to respective attendees by

hand, and/or email. Notices advised through sms (text) messages will not be considered.2. The notice should specify the type of meeting, day, date, time and venue of the meeting.3. Notice of meeting may be given even when meetings are held. It should be given at least

seven (7) days before the intended meeting except in cases of emergency.

4.

Scheduled meetings that are moved due to uncontrollable reasons must becommunicated immediately.

c. Agenda1. Agenda, on the other hand should be given at least three (3) days before the intended

meeting except in cases of emergency.

2. Concern/s that arise/s after the submission of topics to be discussed may still be tackledduring the meeting. (Refer to its classification before discussion)

d. Attendance1. Attendance is a must in all meetings.

2. A quorum of at least 75% must be present to qualify for a meeting.

3.

Leave of absence should be granted by the chair person and properly communicated tothe secretary or respective admin personnel.4. Frequent absences without valid reason shall entail disciplinary action. (refer to Code of

Conduct). Acceptable reasons may include but not limited to sickness leaves, significantfamily event or circumstance, pre-planned activities that cant be easily changed and

work conflicts that cant be easily resolved.5. Attendees who arrive late must notify the chair person or the secretary or respective

admin personnel. Reasons of being tardy must be valid.6. Frequent tardiness without valid reasons may entail disciplinary action.

e. Minutes

1. Minutes should indicate the place, date and time of the meeting and the names of allparticipants at the meeting, including persons arriving late or leaving early, guests and

staff.

2. Drafts of minutes, notes, images, audio or video recordings should NOT be retained in

the organizations files once the minutes are approved. The chair person and therecorder must be sure they are discarded. The chair person and/or the recorder shall bein charge in the creation of image, audio and video recordings.


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3. For board meetings where the minutes serve as official and legal document, the key

information only, such as those attending and the main motions and other rulings, isreported in the minutes. These types of minutes DO NOT record any of the discussionthat resulted in the final decision on the motion. However, in business meetings orproject team meetings, it is usually more effective to also record key points from thediscussion. Having a record of these points is useful for those who couldnt attend or to

remind the group what was discussed previously, so time isnt wasted in a subsequentmeeting on the same discussion.

f. Classification of Meetings

Classification of

Meeting

General Responsibilities(guiding principle in devising an

agenda)

CompositionFrequency

of MeetingAssigning of a Recorder

1.

Board Meeting

(V-M-O)

Annual Strategic Planning.Provide or set thedirection in line with thevision, mission andobjectives of thecompany.

Responsible for thecompanys By-Laws

Establish corporatemanagement relatedpolicies and make

decisions on majorcompany issues. Some ofthis issues include hiring,retaining, evaluating andfiring of executives,dividend policies,executive compensation

plan Review, evaluate and

decide onrecommendations madeby the executive body;this include corporate

governance and policy-based system

Jointly oversee the actionplan and other activities ofthe company

Board of directors(combination of

manager-focus andproactive approach)

Often meetsemi-annually.

1.a Board Secretary(determined by votes)

1.b Discretion of the chairperson (in the absence of theboard secretary)

2. ExecutiveCommitteeMeeting

(KRA-PI)

Control the overalldevelopment of thecompany including itsfinancial and qualitymanagement

Make necessary

recommendations to theboard on strategic plans,policies, investments andrisks of the company.

Report results of researchand status reports fromlower-tier management.

Oversee and monitor key

result areas andperformance indicators ofthe action plan.

Senior-level of thetop management inthe organization(commonly

comprises of theChief ExecutiveOfficer, ExecutiveVice Presidents andChiefOfficers/Directors);acts and decides inbehalf of the board

of directors

Often meeton aquarterly

basis

2.a ExecutiveSecretary

2.b Legal Officer(in the absence of2.a)

2.c Discretion of thechair person(all of the above are

not available orpresent)

3. ManagementCommitteeMeeting(S-P-A-T-RES)

Control strategies in thedevelopment its respectivearea of responsibility.

Report status updates

The other topmanagement of theorganization; theimplementing arm of

Often meettwice amonth

3.a Executive Secretary

3.b Legal Officer(in the absence of 3.a)


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Implement and monitordirectives, specific

strategies, programs, dayto day to activities,including resources

the executive body3.c VP, Human Resources

(in the absence of 3.aand 3.b)

3.d Discretion of the chairperson(all of the above arenot available or present)

4. Departmental/Divisional/UnitMeeting

Updates from the

management body

Report on status updatesof the action plan

Individual reports Other concerns

Department/Division/Unit Team

Often meetonce aweek

4.a Respective OfficeAdministrative Personnel

4.b Discretion of the chairPerson(in the absence of 4.a)

5. Project TeamMeeting

Updates from themanagement body

Updates from the Toolbox

Meeting Report on status updates

of the action plan

Individual reports Other concerns

Project TeamOften meetonce aweek

5.a Project Administrative

Personnel

5.b Project Engineer/OfficeEngineer(in the absence of 5.a)

5.c Discretion of the chairperson(all of the above are notavailable or present)

6. Pocket Meeting

Concerns and issues withurgency state (emergencycases)

Discussion of a more

detailed planning withinand among teams

- Coordinatingparties- Adhoc and special

committees

Depend ontheconcern/sthat need/s

to beattended.

6.a Office/Project

AdministrativePersonnel ofcoordinating party

6.b Discretion of the chairperson(in the absence of 7.a)

7. Summit/Conference/Mass Meeting

A formal event whereprominent leaders andstakeholders of the sameor different businessgather to discuss atopic/s.

This is to inviteprovocative ideas,facilitate dialogue,encourage breakthroughthinking and for new

opportunities. This is held off-site

Sponsoring/requesting party andexternal parties

7.a Sponsoring/coordinating party oragency

7.b Discretion of the chairperson(in the absence of 6.a)

8.0 BEHAVIOR AND ETHICS

a. Corporate meeting ethics must be set in place to observe behavioral parameters andexpectations for the group.

b. Unethical actions during meetings that must be AVOIDED:1. Scheduled start and end time are not met.2. Being or arriving late without valid reason and/or no notice given.

3. Going to the meeting unprepared.4. Not silencing communication devices.5. Constant or inappropriate checking voicemail or text messages during the meeting.6.

Constant going in and out of the room during the meeting.7. Doing or transacting business a meeting, unless if it qualifies an urgency state and pre-

approved by the body.

8. Showing disrespect to speakers or presenters.


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c. After the meeting, confidential or proprietary matters must be observed and confined in the

conference room. It is unethical to share information for it might cause chaos and issues.

d. BenefitsWhen all parties adhere to these ethics, there will be fewer distractions, thus, allowing for amore productive and time-efficient meeting.

9.0 DISTRIBUTION, RETENTION AND DISPOSITIONa. The recorder will initially review the draft. H/She must mark it as Unapproved Copy of

minutes. The unapproved copy of the minutes must be distributed to the attendees a dayafter the meeting for checking.

b. Approval of the minutes must be at least within five (5) days from the circulation of the

unapproved copy. Once approved and finalized, the recorder will then distribute the

approved copy of minutes.

c. Distribute minutes within a reasonable time following the meeting to those who attended, tothose who were supposed to be at the meeting and then safeguard them in the permanent

files of the organization. If distributed electronically, it should be supported and permitted bythe companys bylaws and corporate laws.

d. The official copy of the minutes should be placed on file in a minutes binder at thecorresponding office. The official copy should have attached to it the original signed copies ofthe following:

1. Committee reports2. Officers reports3. Written motions

4.

Correspondence

e. When copies of the minutes are distributed, it isnt necessary to include the attachments. The

minutes should reference the attachments and indicate that they are on file. However,attachments should be circulated to attendees.

f. Copies of minutes of meeting are considered as permanent record. Though they arepermanent files, they can be classified as active files or archives depending on its occurrence.

Documents

Meetings Management Guidelines Ver02