What is the correct procedure for holding a meeting?

Question

Procedure for holding a meeting in a systematic step by step manner

Answer 1

You could consult Robert's Rules of Order-
PART II.
Organization, Meetings, and Legal Rights of Assemblies.
http://www.rulesonline.com/start.html#rror-12.htm

Note- the above link is from a 1915 edition. You should get a copy of a more recent edition from your local library or bookstore for up-to-date info., but the basics are above and can help you get started

Answer 2

The steps can be as follows:

1. Have an agenda for the meeting
2. Find out the appropriate date/time of the meeting with all stakeholders
3. Book a Meeting Room/Venue for the meeting with appropriate seating and facilities required for the meeting (like conference facility, projection system etc.)
4. Publish the venue, date/time, duration and the agenda to the attendees
5. Somebody should be identified to minute the discussions, who will make notes during the meeting
6. Every meeting should get over with at least a few action items and who will be responsible for those action items and target closure dates for the same
7. After the meeting the MoM (Minutes of Meeting) should be published to all attendees with action items clearly defined
8. People can add if any points have been left out in the published MoM and re-circulate

Answer 3

first of all you need to have a subject in your mind for discussion. whether the subject requires input of ideas from many people. or whether an information about a subject needs to be disseminated to many people.

then decide upon the venue and time to meet.

decide on the number of invitees and keep ready their contact details.

decide who would preside over the meeting

duration of the meeting and the topics to be discussed.

is it just a meeting with talks or any refreshments to be served to the participants of the meeting. if so, what is the menu and who would cater it.

somebody to note down the minutes of the meeting.

if the meeting is going to be large and on a high profile, delegate duties to the members to take care of one aspect of the meeting. for ex: one to collect the invitees addresses or tel nos., one to send out the invites, one to arrange for catering service, one to invite the chief guest etc

and the chief organizer to be aware of the duties delegated and to supervise it.

after the meeting, to note down what was the outcome and what steps to be taken next to work upon the outcome.

Answer 4

The chair person must first anounce the objective of the meeting clearly indicating what is intended then he must seek opinion of each individual.Various options available then must be discussed threadbare along with their pros and cons and finally a decision must be arrived at.

Answer 5

1) Fix the date, time, venue, and the agenda.

2) Draft the letter inviting the members

3) Get the letter signed by the chairman

4) Mail the letter.

Answer 6

2 weeks before the meeting, Call , or e-mail everyone that is to attend, then 2 days before said meeting, remind everyone involved, by cell, or e-mail., & leave them a number where you can be reached if one of the parties involved cannot make said meeting.

Answer 7

Roberts rules of order outlines exactly what you are talking about. You can get a copy in the library.