How to conduct a meeting
Meeting can be carried out in a planned manner with an approved regularity, or be spontaneous, collected to address the accumulated current issues or farce-major circumstances. In any case, the official appointed to this post conducts the meeting. In fact, the meeting is held in order to give specialists the opportunity to express their opinions on a particular issue and make a collective decision.
It is necessary to inform all those who should be present at the meeting, its agenda: the topic and the list of issues requiring discussion, as well as the time and place of the meeting. This can be done by telephone or by official notifications. As a rule, the list of participants in meetings authorized to resolve specific issues is determined. Therefore, at the meeting there should be a quorum ensuring the legitimacy of the decisions taken at it. Before the meeting, a list of registration of participants should be drawn up. If there is a quorum, then the meeting can be started.
The chair of the meeting should open it with an introductory word indicating the topic and listing the issues to be resolved, and close the meeting, summarizing its outcome. His right is to give the floor to the next speaker, to put questions to the vote and announce decisions made. He is also obliged to maintain order during the meeting and make decisions on the order of its conduct.
The unquestionable right of the presenter is also to stop recording those who wish to speak, limiting the time of their speech and the number of statements on the same issue. In case of violation of the procedure and rules of the meeting, the chairperson may adjourn or close the debate and close or suspend the meeting.
During the meeting, the moderator must ensure the completion of the protocol, which is compiled in the course and results of this managerial action. The protocol is intended to document and formalize a collective discussion of issues and decisions taken.