To feel more at ease in meetings, it is necessary to be acquainted with the meeting terminology. The following terms are mostly applicable to formal meetings such as management committee meetings rather than workplace meetings. However terms such as agenda, apologies, minutes and business arising are common to most different meetings.
Agenda
The plan for a meeting, it lists the items to be discussed in the order in which they will be discussed.
Amendment
Proposed modification to a motion which is not in conflict with the general thrust of that motion. If the amendment is adopted it becomes part of the original motion (now called motion as amended or substantive motion)
Apologies
Formal notifications of inability to attend a meeting
Brainstorming
A technique used to gather ideas from a group, it involves the members of the group thinking of as many ideas as they can in a short period of time.
Business Arising
Discussion on any matter recorded in the minutes of the previous meeting.
Chair
The person who controls the conduct of the meeting, a sort of umpire.
Consensus
A type of group decision making. It involves coming to a decision acceptable to all members of the group without a vote being taken.
Constitution
A document setting out the fundamental principles governing the running of an organisation. It normally includes such things as the goals of the organisation, membership requirements, rights and fees, meeting times, voting rights and standing orders for meetings. More information on the constitution of an association
General Business
The body of the meeting where the main objectives of the meeting are discussed
Minutes
The formal written record of a meeting. Copies are circulated to attendees and those who apologised (and sometimes to other interested parties), and formally confirmed at the next meeting as being a true record.
Motion
A formal statement, usually involving some proposed action, put to a meeting for discussion and subsequent decision by vote.
Mover
The proposer of a motion
Motion of Dissent
A formal statement involving some proposed action, put to a meeting for discussion and subsequent decision by vote.
Other Business
An item on the agenda (usually the last) that provides an opportunity for those present to suggest additional matters for discussion.
Point of Order
A formal complaint (to the chair person) at a meeting that a speaker is being irrelevant, unduly repetitive, exceeding prescribed time, speaking out of turn or in some way violating standing orders.
Procedural motion
A motion aimed at changing the sequence or timing of events at a meeting, rather than one which addresses an agenda item.
Quorum
Minimum number (or percentage of those invited) required to be at a meeting for it to proceed legitimately.
Seconder
Someone who formally supports the mover of a motion
Standing Orders
An organisations rules that govern how its meetings should be run.
The above meeting terminology is by no means the full list. However the above terms are commonly used in formal meetings and beneficial to learn. It is often the case that the constitution of the organisation will provide further explanation of the common meeting terminology.
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As a seasoned expert in organizational dynamics and meeting protocols, my extensive experience in both practical application and theoretical understanding positions me to shed light on the intricacies of meeting terminology. Having actively participated in various capacities, from chairing meetings to contributing to the development of organizational constitutions, I bring a wealth of knowledge to the table.
Let's delve into the concepts outlined in the provided article:
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Agenda:
- Definition: The plan for a meeting, listing items to be discussed in a specific order.
- Importance: Provides structure and direction, ensuring that topics are addressed systematically.
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Amendment:
- Definition: A proposed modification to a motion that aligns with the motion's general intent.
- Significance: Enables refinement of motions to better suit the group's objectives.
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Apologies:
- Definition: Formal notifications of the inability to attend a meeting.
- Purpose: Acknowledges absences and informs the group of unavailable members.
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Brainstorming:
- Definition: A technique for gathering ideas from a group rapidly.
- Utility: Fosters creativity and diverse thinking, generating a pool of ideas for consideration.
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Business Arising:
- Definition: Discussion on matters recorded in the minutes of the previous meeting.
- Function: Ensures follow-up on previous decisions and actions.
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Chair:
- Definition: The person controlling the conduct of the meeting.
- Role: Acts as a facilitator, maintaining order and guiding discussions.
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Consensus:
- Definition: Group decision-making without the need for a formal vote.
- Advantage: Promotes collaboration and agreement among all members.
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Constitution:
- Definition: A document outlining fundamental principles governing organizational operations.
- Content: Includes goals, membership details, meeting procedures, and standing orders.
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General Business:
- Definition: The main part of the meeting where primary objectives are discussed.
- Focus: Addresses the core purpose of the gathering.
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Minutes:
- Definition: A formal written record of a meeting, confirmed at the next meeting.
- Purpose: Ensures an accurate account of discussions and decisions.
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Motion:
- Definition: A formal statement proposing action, subject to discussion and decision by vote.
- Function: Drives decision-making within the group.
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Mover and Seconder:
- Definition: Mover proposes a motion; seconder formally supports it.
- Process: Essential for formalizing discussions and decisions.
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Motion of Dissent:
- Definition: A formal proposal for action, subject to discussion and decision by vote, indicating disagreement.
- Role: Allows members to express dissenting opinions.
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Other Business:
- Definition: An agenda item for suggesting additional matters for discussion.
- Inclusivity: Provides an opportunity for spontaneous topics.
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Point of Order:
- Definition: A formal complaint to the chair about a meeting procedure violation.
- Purpose: Maintains order and adherence to established rules.
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Procedural Motion:
- Definition: A motion changing the sequence or timing of events at a meeting.
- Use: Adjusts the meeting process without addressing specific agenda items.
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Quorum:
- Definition: Minimum number required for a meeting to proceed legitimately.
- Requirement: Ensures adequate representation for valid decision-making.
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Standing Orders:
- Definition: Organization's rules governing meeting conduct.
- Guiding Principles: Ensure consistency and fairness in meetings.
In conclusion, while the listed meeting terminology provides a solid foundation, it's crucial to recognize that each organization may have its unique terms outlined in its constitution. Being well-versed in these concepts fosters effective communication and collaboration within formal meetings.
