How to conduct a meeting
Meeting can be conducted in a planned manner with an approved regularity, or be spontaneous, collected to solve accumulated current issues or farce-majeure circumstances. In any case, the official who is appointed to this post officially conducts the meeting. In fact, the meeting is held to enable the experts to express their views on a particular issue and take a collegial decision.
It is necessary to inform all those who must attend the meeting, its agenda: the topic and list of issues requiring discussion, as well as the time and place of the meeting. This can be done with telephone messages or with the help of official notifications. As a rule, the composition of the participants in the meetings authorized to deal with specific issues is defined. Therefore, at the meeting there should be a quorum ensuring the legitimacy of decisions taken on it. Before the beginning of the meeting, a registration sheet for participants should be issued. If there is a quorum, the meeting can begin.
The session presenter should open it with an introductory statement, indicating the topic and listing the issues that need to be addressed, and closing the meeting, summarizing its outcome. His right is to give the floor to the next speaker, to put questions to the vote and to announce the decisions taken. He is also obliged to maintain order during the meeting and make decisions on the order of his conduct.
The undisputed right of the facilitator is also the cessation of the record of those who wish to speak out, limiting the time of their speech and the number of statements on the same issue. If the order and the rules of the meeting are violated, the presenter may interrupt or close the debate and close or interrupt the meeting.
During the meeting, the facilitator should ensure the completion of the protocol, which is drawn up along the course and results of this management action. The protocol is intended for documenting and registering collegial discussions of issues and decisions.