Conduct of meetings: Overview, definition and example
What is the conduct of meetings?
Conduct of meetings refers to the process and procedures followed to organize, run, and manage meetings effectively. It involves setting clear agendas, maintaining order, ensuring all participants are heard, and achieving the meeting's objectives. Good meeting conduct ensures that meetings are productive, efficient, and respectful of everyone’s time. This includes managing the flow of discussion, keeping participants on track, and following up on action items or decisions made during the meeting.
For example, a project manager might conduct weekly team meetings to track the progress of a project, ensuring that the agenda is followed, and each team member has the opportunity to provide updates.
Why is the conduct of meetings important?
The conduct of meetings is important because it helps ensure that meetings are productive, focused, and efficient. Poorly conducted meetings can lead to wasted time, confusion, and lack of clarity about decisions or next steps. By setting ground rules, establishing a clear agenda, and managing discussions, the meeting organizer can ensure that the goals of the meeting are met and that participants feel engaged and respected.
For businesses, effective meeting conduct leads to better decision-making, problem-solving, and team alignment. For participants, good meeting conduct helps ensure that their input is valued and that meetings are a productive use of time.
Understanding the conduct of meetings through an example
A corporate board meeting is scheduled to discuss upcoming strategic initiatives. The meeting chairperson ensures that the meeting is properly conducted by starting on time, following the agenda, and keeping the discussion on topic. The chairperson also makes sure that each board member has the chance to speak, while gently redirecting any off-topic discussions. The meeting concludes with a summary of decisions and action items, and the chairperson assigns responsibility for follow-up tasks.
In another example, a team meeting at a marketing agency is conducted to review ongoing campaigns. The team leader follows a structured approach, starting with an update on project timelines, followed by discussion of specific challenges each team member faces. The leader ensures the meeting stays on track and sets clear expectations for tasks to be completed by the next meeting. At the end of the meeting, action items are summarized, and timelines are reaffirmed.
An example of conduct of meetings clause
Here’s how this type of clause might appear in a meeting guideline or corporate policy:
“The Chairperson shall ensure that all meetings are conducted in a professional and efficient manner. The agenda will be provided to participants at least 24 hours before the meeting. Discussions will be kept relevant to the agenda items, and all participants will be given an opportunity to contribute. Decisions will be clearly noted, and any follow-up actions will be assigned to specific individuals with deadlines.”
Conclusion
The conduct of meetings is a key factor in ensuring that meetings are effective and achieve their intended goals. By managing the meeting process, following an agenda, and ensuring that all participants are heard, businesses can make decisions more efficiently, foster collaboration, and avoid wasted time. Whether it’s a board meeting, a project update, or a team brainstorming session, good meeting conduct helps ensure that everyone involved can contribute meaningfully, and that clear, actionable outcomes are reached.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.