For most organizations, business, civic, government or other sectors, meetings are an essential tool and must haves in their daily calendar as well as meeting protocol. To address these meeting needs of the organizations, most have their own set of guidelines for meeting protocols that are standard to follow and a meeting protocol is usually uniformed in all their categorical department meetings.
Today we will understand what a meeting protocol is, how it works and what it really is and we will also give some meeting protocol tips for your organizational growth and development of head practices.
To begin with, it is crucial to have an analysis of what meeting protocols are, in an article published by http://www.boardeffect.com/blog/board-meeting-protocol/ meeting protocol is the “an official procedure or system of rules that govern affairs of states or diplomatic occasions.” And in another article defining a meeting protocol, https://www.merriam-webster.com/dictionary/protocol : it is a detailed plan of a scientific or medical experiment, treatment, or procedure.
Therefore, meeting protocols are the procedure to follow in a meeting conducted by such organizations.
Having known the definitions for a meeting protocol, let us starts to unveil whether this could apply to almost any type of meetings.
The answer is yes, as long a there can be adjustments to fit the time and venue and as well as the topic introduced and as well as the types of audience.
So that, a usual meeting protocol flow would look like this:
- Call to Order
- Key Topic discussion
- Open forum
- Curation of suggestions and policies
- Topic discussions (those that are not of huge importance)
So to further give you a backdrop of what protocols are, let us have a look at some known and famous meeting protocols employed by some groups in their ordinary course of business.
http://www.boardeffect.com/blog/board-meeting-protocol/ in this article, a particular set of procedure is provided.
As we can glean on, they have a call to order, discussion of new business, review of old business and closing.
So that our procedure employed in this article will help you get the best organized meeting without spending so much time.
First, Let us define the call to order.
This is usually the checking of attendance and this is use to ensure that all the required members are present and can share their own think tank in the meeting their presence is highly important to start a quorum.
Next is, Key topic discussion.
This is the discussion part of what needs to be addressed and what needs to be revised form the previous meeting minutes. This actually helps standardize the topics that must be met head start and to make a detailed structure of what will flow in the presentation and as to who will present.
Then we have Open forum.
This is where members are given to ask and inquire about certain policies laid out in the table, and as much as possible find possible sources of that policy in order to ensure participation and active involvement of the members.
Next is curation of suggestions and policies.
This is where members are given the opportunity to suggest new ideas and steps in order to perfect the best plans and results out of the meeting
Then we have the Amendments, this is usually optional.
But this is one way of amending previous business topics in the previous meetings in order to achieve the best results and in order to align the old business ideas into the newly emerging meeting results
These are the miscellaneous topics that must be explained like and that must be addressed, such a s laborer’s weekend benefits or tax deceptions or some fringe benefits for the meeting members
This is also the best opportunity to raise concerns as this is the specific time to be able to do that since the previous time were concentrated on more trivial and important things
Finally, we follow the Closing.
This is the time to give awards, or recognitions to key note speakers and the time to summarize what has just transpired and to also agree on certain terms that are vague. It can also be a time to decide on what plans and ideas to brainstorm in the next meeting.
After finally knowing these steps, one may ask, what are meeting protocols for and why do you need them?
The answer is basically rooted on a systematized and organized way of brainstorming ideas and of giving the right time for each item in your meeting minutes.
As civilized men, engaged in the business industry and in the world of education and literacy, organization is important to ensure obedience at the same time prevent disruption to allow the smooth flow of ideas, but it will also serve as a restriction on time consuming blabbers that men are inclined to doing when confronted in a group because social beings like men and meeting members usually take time on trivial and petty things. So setting up a procedure such a meeting protocol will allow the organization to develop a sense of harmony and order in the meeting and to ensure that all matters are covered during the best timed opportunity.
We will also discuss meeting minutes on our next article, so always stay tuned.