ROLE OF THE CHAIRPERSON IN A MEETING

The chairperson plays an important role in conducting meetings. A meeting can be successful only if the chairperson follows certain procedures. They are as follows:

1)   Planning the Meeting:  A thorough planning of a meeting involves developing an agenda. Items to be covered in a meeting are selected and arranged in a logical manner. In case of formal meetings, agenda is provided in advance to the members.

2)   Punctuality and Time Management: The chairperson has to make sure that the meeting begins on time. He determines a proper allocation of time to cover each item on the agenda. Time goals can be announced right at the outset and the attention of the participants can be drawn to it, whenever necessary during the meeting. The chairperson can also end long drawn discussions, when they overstep these time goals.

3)    Controlling the Agenda: The chairperson controls the agenda of a meeting and needs to focus on an efficient discussion of various items on it. He controls the group from repetition, conflict, irrelevant details and digressions. The chairperson must also indicate how the participants are expected to contribute, how decisions will be reached (by consensus or by voting), and the discussion will be controlled.

4)   Encouraging Participation: If the group is new, the chairperson should invite everybody to introduce themselves. If the group is well established, he can remind the group its identity, introduce new members, and praise the achievements of the group since the last meeting.

5)  Summarisation of Discussion: Closing the meeting is as important as opening it. The chairperson should summarise what has been decided, announce what actions are to take place. He must compliment the good work done by the group and thank everybody for their attendance and contribution.

(Source: Business Communication by Reliable Series)

CONDUCT OF A MEETING

A] Before the Meeting

Preparation before meeting is necessary for a good meeting. The chairman and the secretary discuss the notice and the agenda. Thereupon, they draft the notice and the agenda. Depending on the members likely to attend the meeting, a suitable venue is selected. Arrangement for the necessary stationery is made. First, the notice of the meeting including venue, date, time is sent to all the members. The notice is accompanied by the agenda. Agenda means the topics of meeting to be discussed in the meeting. The notice and agenda help the members to make preparation for the meeting.

B] Starting the Meeting

Before starting the meeting, the chairperson should be sure a quorum is present. Quorum is the minimum number of members who must be present at the meeting. In the absence of quorum the meeting is held after thirty minutes. Then quorum is not necessary. The transactions performed are considered legally correct. After reading the minutes of the previous meeting, the meeting starts in the real sense. The points mentioned in the agenda are discussed one after another. The secretary makes notes of the proceedings of the meeting. The chairperson ensures that there is active participation by all the members, and the meeting goes according to plan.

C] Closing the Meeting

At the end of the meeting, the chairperson summarises what has been accomplished, announces the decisions taken and the future actions to be followed up. The secretary makes official recording of the proceedings of the meeting. This is called the minutes of the meeting. The minutes are to be approved by the chairperson. The decisions taken at a meeting are called resolutions. The decisions are taken by consensus or voting. At the end, the chairperson should thank the participants for their contribution.

TYPES OF MEETINGS

Meetings are of many types depending upon the purpose and function. The major types of meetings are as follows:

1)    Formal Meeting: Formal meetings are held to inform and discuss company’s overall functioning and progress of company to board of directors, executive management, share holders and other involved members. Such meetings require a certain number of members present. The meeting generally begins with the reading and finalising of previous meetings minutes. The agenda and objectives of present meeting are communicated. A record in the form of minutes is regularly maintained.

2)   Committee Meeting: A committee is more or less a formal body with a structure. It is expected to perform specific job like making plans, budgets, policy, suggestions, decisions, judgement, and investigation. The nature, structure and composition of such committee are clearly spelled by the organisation or the constitution of an organisation.

3)    Statutory Meeting: It is the formal meeting of the members. The notice of the meeting is sent to all shareholders and board of directors before 21 days. The purpose of the meeting is to consider statutory report which contains account of company’s affairs, business plan, policy, financial position, etc.

4) Annual General Meeting (AGM): This type of meeting is a gathering of the directors and stakeholders. It is mandatory by law to be held every year. The gap between two AGMs should not be more than 15 months. A written notice along with agenda should be given to all members before 21 days. The purpose of such meeting is to fulfil legal requirements. All the major decisions about the organisation and its functioning like audited amount, election of directors, appointment of auditor, adviser, lawyer and other issues of organisation and stakeholders’ interest are taken and discussed in the meeting.

5) Extraordinary General Meeting (EGM): A meeting other than AGM is called Extraordinary General Meeting (EGM). Generally, it is for urgent business purposes. The structure and proceedings are the same as of AGM.

6)    Problem-Solving Meeting: In an organisation several people in a hierarchy come and work together. When a problem or difficulty occurs, all those concerned with a particular activity are called to discuss and find solution. Such meeting is called problem-solving meeting. It is concerned with and around a specific problem and everyone contributes a point of view or way to solve.

7)  Department Meeting: Department meeting is an informal meeting style. The department manager arranges such meetings to inform workers of company’s expectations, or improvements in a specific are. The purpose is to improve the daily operations, activities of a company and increase productivity and work efficiency. The difficulty on employees’ part is also discussed here.

NEED & IMPORTANCE OF MEETING

A meeting can be defined as ‘a gathering with a specific purpose’. The chairperson and the participant are the two important members of a meeting. Meetings are held at different levels of the line of authority. A meeting can be formal like a meeting of the Board of Directors or it can be informal like a staff gathering for a send-off.

1)  To Convey Vision, Mission and Objectives of Organisation: Meeting is conducted to convey organisational mission, vision, and operational plans to the newly recruited employees. Such kind of meeting is called for the freshers so that they can better know and understand and be familiar with organisational culture and objectives.

2)  To Exchange Information: Meeting is conducted to exchange information with employees about different matters in the organisation.

3)    To Solve Problems: Meeting is important to provide solution to some issues. Critical issues that need opinions of the members or employees are discussed and solved in the meeting.

4)   To Resolve Conflict: Conflict among employees is quite natural in big organisations. Healthy conflict helps to improve productivity but unhealthy one should be resolved instantly. In such cases, meeting is important to resolve or reduce conflict.

5)   To Take Decision: Meeting is important to take decision on some important issues. In the meeting, decision is taken on consensus. Decision that cannot be taken by one person can be taken after the discussion.

6)  To Announce Changes: Meeting is held to declare the forthcoming changes in organisational policies, mission, vision, logo, schemes, etc. before the employees. The causes, advantages and ground of such changes are explained in the meeting so that people understand and accept the possible changes without much resistance.

7)    To Negotiate: Meeting is also called to make negotiations between the disagreeing or arguing parties through discussion. At times, employers and employees or union leaders sit in meeting together to reach on some agreement so that organisational activities can be run smoothly.

8)    To Review and Inform Progress:  Meeting is also held to review and inform the development of any project, plan and activity, etc.

9)   To Celebrate Success: Many times, meeting is called to celebrate the success of the organisation, completion of any project, achievement of any award, etc.

10)  To Interact with External Stakeholders: Each organisation is to works with various parties of the society and it should build a long-term harmonious relationship with them. Meeting is held to exchange information and to share experience with different stakeholders of a company so that their interaction with the company is increased.

INTERVIEWEE’S (CANDIDATE’S) PREPARATION FOR AN INTERVIEW

Preparation for an interview can be divided into three stages:

A)Preparation Stage/ Before the Interview/ Pre-interview

B)Performance Stage/ During the Interview/ Execution Stage

C)Review or Evaluation Stage/ Closing the Interview/ Post-interview

A) PREPARATION STAGE/ BEFORE THE INTERVIEW/ PRE-INTERVIEW: Following aspects should be considered while preparing for an interview:

1) Self Assessment- The preparation for an interview begins with self-assessment. Unless candidate is aware of his skills, achievements, abilities, strengths, weaknesses, hobbies, expectations, aims and work value, he cannot succeed in an interview.

2) Update Resume- Resume is a document that speaks first to the interviewer than the interviewee. The interviewer forms an opinion about the candidate from the resume. Resume should be carefully updated. All necessary information related to the candidate, educational and other achievements should be properly incorporated in the resume.

3) Review of Job Details- A candidate should know the details about available position- the duties, responsibilities, work pressure, nature of job, etc. and must review how his own skills relate to the post.

4) Collect Information about the Company- A candidate should collect information about the company such as its goals and targets, its business and services and other details. It will prove beneficial during the interview.

5) Think about the Possible Questions- A candidate should think about the possible questions that might be asked during the interview. Those questions might be related with job experience, need and requirement of the job, skills, readiness to work with others, expectations, salary, etc. Thinking about such questions before hand will save the candidate from confusion during interview.  

6) Carrying Documents- A chronologically arranged file with all relevant documents, extra copies of resume, copies of articles and papers published should be placed in a folder. The things claimed in resume should have documentary evidences.

7) Physical Preparation- Physical appearance is also important. Dress should be appropriate, formal and not too colourful. Shoes should be clean and well polished. Hairstyle should be suitable and too much make-up should be avoided.

8) Psychological Preparation- Psychological and mental preparation plays an important role in an interview. A positive attitude and self-confidence is must for an interview. A candidate should always think about his strengths and how they can be focused. He must have courage and frankness to admit that he is unable to answer a particular question. He should be mentally prepared to discuss delicate and tricky issues such as negotiating salary.  

B) PERFORMANCE STAGE/ DURING THE INTERVIEW/ EXECUTION STAGE:

After preparing for the interview then comes the actual execution of interview. Following points should be kept in mind while facing the interview:

#The candidate should reach the interview venue at least 15 minutes before, so that he can settle down and be comfortable.

#The candidate should report at the reception or to the interviewer’s assistant.

#He should observe the organisational environment and try to adjust with it.

#He should treat everyone with courtesy.

#After entering the interview room, the candidate should greet the interviewers politely.

#He should wait unless the interviewers ask to take seat. He should sit in a relaxed manner, straight and lean a bit forward.

#He should have a cheerful face with pleasant and comfortable look.

#Style of entering, closing the door, walking, greeting and taking the chair give an idea about candidate’s manners, confidence and attitude.

#He should maintain eye-contact with the interviewers and should not fiddle with objects.

#He should show eagerness to listen to the interviewers.

#He should not interrupt the interviewers unless they finish question.

#He should handover the file gently if asked to do so.

#He should respond and give answers relevantly.

#If he doesn’t know answer, he should say so politely.

#He should have control over temper, body language, paralanguage and gestures.

#He should avoid criticism and negative remarks about others or previous employer.

#If the candidate has any question, doubt, clarification, he should ask politely.

#He should be alert and attentive during the interview.

#He should not leave seat unless interview finishes.

C) REVIEW OR EVALUATION STAGE/ CLOSING THE INTERVIEW/ POST-INTERVIEW:

#He should thank and wish the interviewers at the end of the interview.

#He should leave the room genteelly.

‘WASP’ Technique of Conducting an Interview

An interview is usually conducted in four phases which can be easily remembered by the word ‘WASP’.

W for Welcoming the candidate

A for Acquiring Information of the candidate

S for Supplying Information to the candidate

P for Parting

1)     Welcoming the candidate: The interviewer should welcome the candidate with smile and talk to the candidate in a friendly tone to make him free from nervousness. He cannot expect the candidates to reveal their best unless they have overcome their nervousness.

2)  Acquiring Information: After welcoming the candidate with a few introductory and friendly remarks, the interviewer should set about acquiring information from the candidate. The interviewer may ask about previous experience, duties, likes and dislikes, achievements, salary and reason for changing job. The interviewer may acquire information about qualifications, extracurricular activities, home background, occupation of parents and family finances, social approach and general attitude towards family and children.

3)   Supplying Information: Interview is a two way communication. So, the interviewer should also supply information to the candidate. The interviewer should supply information about the history of the organisation and its objectives and the nature of work, salary etc. the candidate may be encouraged to ask questions to clear any doubts that he may have in mind.

4)   Parting: Parting is as important as welcoming the candidate. The interviewer should thank the candidate for having come for the interview and tell him that he would be informed of the result of the interview. The parting should be smooth and friendly so that the candidate, though not selected, will carry a positive picture of the organisation and will have a favourable impression about the organisation.

INTERVIEWER’S PREPARATION FOR AN INTERVIEW

Interviewer should prepare a plan for the interview. Interviewer should do preparation for interview on the following grounds:

1)      Purpose of Interview: An interview is conducted for a specific purpose. So the interviewer should have a clear idea of the objective. He should know all relevant details about the company, the nature of the job, its duties, responsibilities, requirements, other details like salary, privileges, stress level etc. If the interview is for the purpose of selection, the interviewer should know the qualifications, background, experience, salary, etc. related to the post. Keeping the objectives of the interview in mind, the interviewer should prepare a set of questions to be asked.

2)      Date and Time:  The interviewer should look into the physical arrangement for the interview. After the received applications are sorted and scrutinised, qualified candidates are selected for interview calls. The interview call letters should be sent well in advance, mentioning the date, time and place of interview. They should clearly specify what documents the candidate has to bring along with him.

3)      Seating Arrangement: The interviewer should choose a suitable, comfortable and interruption free place. The room should be well ventilated with proper positioning of furniture. Seating arrangement should be proper so that the candidate can have eye contact with every member and vice versa.

4)      Conducting of Interview: The candidate is strange to the place and he may be nervous. He has to be properly welcomed. When the interview starts, questions are asked to gather information about the candidate. His academic qualification, experience and capacity are judged. The personality of candidate is also studied. The interviewer should inform the candidate about the organisation, its aims and objectives and future plans. If the candidate has doubts, they must be clarified.

5)      Studying the Capabilities of the Candidates: After the interview is over, the interviewer or the panel of interviewers have to consider the plus and minus points of the candidates. A candidate may have the professional qualification and necessary experience. But still he may not be capable of shouldering the responsibilities of the job. If there are many deserving candidates, the best among them has to be selected.

6)      Selection of the Candidate: When the interviewers have finally selected the candidate to be appointed, the candidate has to be informed about his selection.