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The Institute of Chartered Accountants of India Page 1
Management of Meetings
The Institute of Chartered Accountants of India Page 2
Every day
83 million people
attend
11.5 million meetings
Activity 1
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Activity 2
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Why to Summon a Meeting?
Face to face interaction
Public involvement
and participation
Solve problems by
pooling expertise
Participants are focused on the same
subject
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Types of Meetings
Quick business
meetingsStanding meetings Business meetings
Management Team
meetingsBoard meetings
Team building
meetings
Conference/ Seminar
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Facilitation Skills
Before the meeting
During the meeting
After the meeting
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Before the Meeting
• Plan the meeting
• Make sure you need a meeting
• Ensure appropriate participation at the
meeting
• Distribute and review pre-work prior to the
meeting
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During the Meeting
• Effective meeting facilitation
• Use the pre-work in the meeting
• Involve each participant in actions
• Create an effective meeting follow-
up plan
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After the Meeting
• Measure ROTI
• Publish meeting minutes
• Effective meeting follow-up
• Debrief the meeting process for continuous improvement
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Measure ROTI
Effectiveness of a meeting
Questionnaire
Result
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Example of ROTI
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General Facilitation Skills
Agenda=contract
Encouraging participation
Create and re-create
environment
Increase understanding
Listening and observing
Catalyse decision making
Don’t over invite
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Robert’s Rule of Order
Obtain the floor
Debate cannot begin until the Chair has stated the motion or resolution
Before the motion is stated by the Chair (the question) members may suggest modification of the motion
The "immediately pending question" is the last question stated by the Chair!
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The member moving the "immediately pending question" is entitled to preference to the floor!
No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once!
All remarks must be directed to the Chair
The agenda and all committee reports are merely recommendations!
Robert’s Rule of Order
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Time Management
Meeting costs money
Uses work time
Timely task
Follow the agenda
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Etiquettes
Smile and act enthused and engaged
Don’t be a yes man
No check on watch
No mobiles or any gadgets
Do not bring food in the meeting
Come prepared
Stay and say positive
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Troublemakers & Troubleshooters
• At the start of every meeting discuss the ground rules.
• Check the environment.
• Never humiliate the troublemaker.
• Don’t get into an argument.
• Never loose your patience.
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Handling Financial Review Meetings
Use graphics effectively
Be thorough
Avoid the “pitfalls”
Ensure the storyboard is concise and to the point
Running Meetings
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Activity
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Virtual meetings/Video Conferencing
What is a virtual
meeting? Why is it significant?
What are the advantages? What are the
disadvantages?
Videoconferencing Etiquette Videoconferencing
Tips
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Minutes of MeetingMoM
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Taking the MinutesTotal neutrality is essential
Use consistent template (recommended ISO format)
Mention meeting objective(s)
Record announcements made
Record the next steps and actions agreed
Type up the minutes as soon as possible
Proofread the minutes
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MoM - Sample Format
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Thank You
