Reader. Theme 8. Meetings

1. Introduction

Meeting is an event at which people meet to discuss and decide things, often in a formalized setting. People can come together physically (face-to-face meeting) or communicate at different locations (teleconferencing). In organisations, meetings are an important vehicle for human communication.

Translator can participate in meetings as interpreter, member, chairperson or minute writer. So, you have to improve your skills of handling meetings so that they run efficiently.

Meetings are often held in conference rooms, around conference tables.

Purpose of meeting

• Passing on information;

• Issuing tasks or instructions;

• Resolving problems;

• Making decisions;

• Generating creative ideas (brainstorming).

2. Types of meetings

There are informal meetings over a cup of tea, and there are large formal meetings, with an agenda, the minutes and a chairperson. Most meetings at work are formal, with a prearranged time and venue.

Formal Meetings

• Board Meeting is a meeting of the Board of directors of an organization. It usually takes place at regular intervals, perhaps once a month, to discuss company business.

• Annual General Meeting (AGM) is a yearly gathering of a company’s directors and shareholders to discuss business during the past year and future plans.

• Extraordinary General Meeting (EGM) is a meeting that can be called at any time between AGMs if shareholders’ approval is needed for immediate action.

• Public Meeting is open to anyone. It may be used by government, private action or groups wishing to consult the public on various issues. There is only one main issue for discussion.

• Conference is a meeting at which several presentations are given on one theme.

Meetings within organisation

• Staff meeting – typically a meeting between a manager and those that report to the manager

• Team meeting – a meeting among colleagues working on various aspects of a team project

• Management meeting – a meeting among managers.

• Departmental meeting – a meeting of a whole department;

• Briefing – a meeting where information or instructions are given before you have to do something.

• One-to-one meeting – a meeting between two individuals.

• Kick-off meeting is the first meeting with the project team and the client of the project to discuss the role of each team player.

• Impromptu meeting is called at a very short notice.

3. Meeting procedure

Formal procedure provides a ready-made framework for running a meeting. Order of procedure:

1. O

   Place a watch or clock in a prominent position so you are able to keep an eye on the time.

   pen meeting;

2. Approve previous minutes;

3. Propose motions;

4. Deal with motions;

5. Pass resolutions;

6. Close meeting.

Before opening a formal meeting, ensure that:

• Proper notice has been given to all necessary attendees;

• A quorum (the minimum number of people required) is present.

4. Chairing meetings

A chairperson is a person in charge of running a meeting. The person in the chair will be obliged to start things off and make sure topics are discussed in the right order.

Responsibilities of the Chair:

• Open a meeting with a short summary of its purpose and agenda;

• Define the time limits of discussion;

• Allow all parties to express their views on the subject under discussion; listen to the views of others;

• Keep people to the point and ensure that one person speaks at a time; prevent irrelevant debate;

• Be as impartial as possible and avoid arguing with members;

• Stimulate members by asking appropriate questions.

• S ummarise views and decisions.