meetings procedures manual (autosaved)

Meetings Procedures ManualLoren WoodhouseStudent ID No. 10327010

MOUNTAIN AND SEA LIMITED

MEETINGS PROCEDURE MANUAL


MEETINGS PROCEDURES MANUAL

CONTENTS

Page Number

TIME FRAMES ....................................................................................1

Time frames for giving notice of meetings ..........................................1

Time frames for circulation of information prior to meeting ................1

MEETING DOCUMENTATION ............................................................2

Presentation / Layout ...........................................................................2

Indexing / Referencing .........................................................................2

Coding .................................................................................................2

Binding ................................................................................................3

Acknowledgements .............................................................................3

General Procedures .............................................................................3

EXPLANATION OF TYPES OF MINUTES...........................................4

Information Sheet.................................................................................5

Guidelines for Minutes..........................................................................6

Consensus Decision..............................................................................7

Conducting Voting on Record...............................................................7


Recorded and Finishing Minutes &Types of Voting...............7 - 9

MEETING MEMOS and PROCEDURES............................................10

Memo on Annual General...............................................................10Timeframes – Notice of Meetings Rules & Regulations.................................................................11

Board of Directors’, Extraordinary General Meetings..................12

Rules and Regulations, Constitution and Procedures.........................13

Memo on Meeting Functions – Ad Hoc, Standing......................14

Advisory, Executive, Subcommittee and Joint Consultative........15

Meeting Checklist........................................................................16 - 17

MAKING MEETING ARRANGEMENTS ............................................18

Memo Maori Marae Protocol........................................................18 – 19

Memo Japan and China Protocol..................................................20 - 22

RECORDING MEETING OUTCOMES ...............................................23

Physical Meeting Checklist..........................................................23 – 24

Video Conference Checklist.........................................................25 - 26

New Plymouth Video Conference Checklist.................................27 – 28

APPENDIX 1 - HARD COPIES OF MEETING DOCUMENT TEMPLATES............................................................................29

Notice of Video Conference Meeting.................................................................30

Agenda..............................................................................................................31

Chairperson’s Agenda.......................................................................................32

Committee Meeting...........................................................................................33


TIME FRAMES

Mountain and Sea is a publicly listed company and as such needs to comply with statutory requirements when notifying shareholders, directors or other people entitled to attend meetings when a meeting is to be held and in what time frame that notification is to be received. See 1.1 below for where this information can be found.

For normal in-house committee meetings that do not need to meet statutory requirements, see 1.2 below.

Time frames for giving notice of meetingsAnnual General Meetings and Extraordinary General MeetingsRefer to the Companies Act 1993 – First ScheduleBoards of Directors meetingsRefer to the Companies Act 1993 – Third Schedule

Company committee meetingsA meeting calendar should be produced in January of each year which shows all regular meeting dates for the year eg sales, finance, health and safety.

For non-regular meetings as much notice as possible should be given when calling these meetings. The notice of meeting needs to be sent out at least two weeks prior to the meeting. This allows for meeting participants to schedule the time in their diaries and rearrange appointments if necessary. This is particularly important when people from outside the organisation are being invited as they may be from out of town and travel arrangements may need to be made. It also allows time for the preparation of any supporting documentation that needs to accompany the agenda.

Time frames for circulation of information prior to meetingFor in-house meetings the Agenda/Chairperson’s Agenda and all supporting documents are to be prepared and distributed to the relevant parties attending the meeting five days to one week prior to the meeting. This allows all participants time to peruse the documentation in preparation for the meeting.

Meetings Procedures Manual 1Loren WoodhouseStudent ID No. 10327010

MEETING DOCUMENTATION

Presentation / LayoutTo remain consistent throughout the company and to assist with time management, ease of preparation and legal requirements, some templates have been created for the following documents required for company meetings. These templates can be found on the shared network (Y: drive) and hard copies of these templates are attached as Appendix 1.

Notice of MeetingAgendaChairperson’s AgendaCommittee Agenda

Indexing / ReferencingAs on the templates, all items on the agenda and chairperson’s agenda must be numbered.If there is a supplementary paper for an agenda item then this must be labelled Appendix X / X. (Agenda item number / Supplementary paper number.If documents or supplementary papers are sourced from specific areas then these must be referred to.All supplementary documentation shall be arranged behind the agenda in the order of the items in the agenda.

CodingTwo systems of coding are used – colour and alphanumeric.

Colour coding is used for agendas only as follows – all other documents are to be printed on white paper:

Type of Meeting Paper ColourSales Light blueFinance Light pinkHealth and Safety Light yellowOther Light green

Alphanumeric coding is to be used as follows:A letter refers to the committee meeting typeThe first letter refers to the month the meeting is heldThe second letter refers to the agenda item number

For example S/9/4 refers to:S means Sales9 refers to the month of September4 refers to agenda item number 4


BindingThe Agenda is to be left floating ie it is not to be attached to the rest of the documentation. This makes it easy to follow the direction of the meeting, particularly if there are a lot of supplementary papers.

For most meeting documentation a staple in the top left hand corner will be sufficient. Any documentation for the Annual General Meeting is to be spiral bound with a plastic coil, clear front cover and white leathergrain backing.

A copy of all documentation is to be filed in an appropriate meetings file for future referencing and for audit purposes.

AcknowledgementsAcknowledgements may be necessary for different reasons. Some examples of these are:

Acknowledgements of thanks for work done is to be included in the minutes. Guest speakers to the meeting are to be acknowledged and recorded in the

minutes. New material used in the meeting that was not on the agenda will be

recorded in the minutes. Acknowledgement of staff performance in relation to the meeting is to be

included in the minutes.

General ProceduresWhen the type and function of the meeting to be held are established, then this will define what the documentation needs are.

The following are some of the steps to be taken when organising the documentation:

Prepare and distribute a notice to all people entitled to attend within the required time frame.

Collate all material relevant to the meeting. This can include correspondence, reports, and financial data.

Prepare an agenda and distribute with supplementary papers mentioned in the above step, within the required time frame.

After the meeting, prepare and distribute the minutes, preferably within five days.

It is important that any contact list of members is kept up-to-date to ensure they receive all relevant meeting information at the appropriate time.


EXPLANATIONS OF TYPES OF MINUTES

Resolution Minutes

They are formal minutes and recording the exact wording of resolutions that are passed. Resolution Minutes will have a mover and seconded to any resolution.

Action Minutes

These are informal minutes. Brief points, point format and usually set up in 3 columns. They record who has to perform a specific task.

Narrative Minutes

Give a condensed report of the proceedings.

Verbatim Minutes

This is where proceedings are recorded word for word exactly as they are spoken. An example of a verbatim record is the Hamsard reporting of Parliament.

Audio Record

An audio record is where proceedings are recorded on audiotape. When a meeting is to be recorded in this manner the prior permission must be sought and agreed to by all participants in the meeting and the recording device should be placed in clear view. This method for recording is often taken as a back up to the more traditional methods used.

Video Record

A video record is where proceedings are recorded on videotape. As the audio recordings, prior permission must be gained from all participants before videotaping a meeting. As for audio recording video recording is often undertaken as another form of recording as well as the traditional way.


INFORMATION SHEET

Resolution

Resolution Minutes are in a formal format usually side by side or shoulder headings. They have headings with a summary of what is discussed under them. Formal business language is used and a Mover and Seconded with full name are placed on after the Resolution. The Resolution Minutes is the exact wording of resolutions passed.

Action

Action Minutes have very brief points and informal language is used i.e. first names. They are in point format. Action Minutes record who has to perform a specific task and often by what date.


GUIDELINES FOR MINUTES

ATTENDANCE:

This will depend on the size of the meeting. List all of those present if it is a small meeting. You would list attendance under PRESENT

Small meeting:

It is traditional to put the Chairperson’s name at the beginning with their designation in brackets after their full name and then list the full names of the rest of the people attending the meeting in alphabetical order. It is also traditional to put at the end of the list the names of the Treasurer and Secretary (with their designations in brackets).

Large meeting:

For a large meeting, as well as noting the name of the chairperson include the names of committee members and others of importance and note the total number present.

APOLOGIES:

It is usual to record the names of the people who have sent apologies for their absence, under the heading APOLOGIES

RESOLUTION:

A resolution is the term used to refer to a formal decision made by a meeting.

A motion is a proposed resolution before it has been passed. A motion must have a mover a seconded. When a motion has been carried (passed) it is referred to as a resolution.

When recording a resolution the name of the mover and seconded of the motion are often shown. The resolution starts with “RESOLVED THAT” or “It was RESOLVED THAT”.

AMENDMENT:

An amendment is a proposed alteration to a motion, which is designed to improve the motion without contradicting it. It cannot radically alter the meaning or intention of the motion. The amendment can be to leave some words out replace some words with other words or to add new words. You must have a Mover and Seconded to the amendment.


CONSENSUS DECISIONS

This is when a meeting has discussed an issue and has come to the same agreement. You can record it like “It was agreed by consensus decision that …” or “It was the unanimous decision of the meeting that …”

CONDUCTING VOTING AND RECORDING VOTING

The following are ways to conduct and record voting, however please note that whichever method of voting is used, the chairperson must always declare the result “Carried” or “Lost.” People who abstain from voting, or who vote against the majority, can ask to have their action recorded in the minutes.

It is also necessary to note organizations that have to comply with the Companies Act 1993 the Act rules on whether a chairperson has a casting vote or not. For other organizations a casting vote may be allowed in the standing orders. This gives the chairperson a second vote but should only be considered when there is a tied vote. Normal practice would be for the chairperson to vote for the status quo. This gives the organization the opportunity to rediscuss the issue and vote again at a later date.

Acclamation

Clapping of hands

Voices

Can be used when the chairperson is able to judge by the sound whether the voters are for or against a motion. The Chairperson has the right to ask for a show of hands. Show of Hands

A straightforward way of recording the number of votes for and against. Often scrutinizers are appointed to assist in the count. If in doubt as to the accuracy of the count, the chairperson has the right to call for a second show of hands. An people who abstained from the voting the first time can vote the second time.

Ballots

Usually a secret vote where members mark the appropriate ballot paper or put the papers in appropriately marked ballot boxes. Ballots should be strictly controlled and often organisations will have procedures in their standing orders on how a ballot is to be conducted.


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Divisions

Voters will go to separate areas to be counted.

Polls

Taken at the request of members. A poll may be demanded either before or after a vote by way of show of hands. If it is demanded after the vote has taken place then the vote by show of hands is cancelled. The chairperson may announce a poll, even if one has not been demanded. This may occur when a chairperson knows that there is a strong proxy vote and that voting by voice or show of hands would indicate one result, but the inclusion of the proxies would give a different result.

RECORDED AND FINISHING MINUTES

The Minutes of the last meeting are read and confirmed at the next meeting as a true and correct recorded. They are voted on and seconded. Then they are signed and dated by the Chairperson. You place them in after the APOLOGIES, here is an example of a Committee Meeting and the explanation is in italic.

A COMMITTEE MEETING OF MOUNTAIN AND SEA LIMITED WAS HELD IN THE BOARDROOM AT 575 CHAPEL ROAD, BOTANY DOWNS, MANUKAU ON THURSDAY 8TH SEPTEMBER AT 3.00PM. (You always have the name of the company, where it was held, whereabouts, day and date and time it took place – this is called a Heading. Here at Mountain and Sea we always do formal minutes)


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PRESENT:

Mrs P. Lee (Chairperson)Another nameAnother nameMrs L. Woodhouse (Secretary)Mr G. Smith (Treasurer)(You placed down everyone that was present and it is customary to place the Chairperson at the top and Secretary and Treasurer and the end. This comes after the Heading and the title is PRESENT)

APOLOGIES

Mr R. Reece(You place all names that you have been informed of that cannot make the meeting here and under the title of APOLOGIES this comes after Present. Please ask if there are any more apologies as sometimes another member may have an apology to submit)

MINUTES

The Secretary read the minutes of the meeting held on 8 August 2012. These were signed by the Chairman as a true and correct record.(The previous Minutes comes after the Apologies and has the heading MINUTES. Here at Mountain and Sea the secretary always reads the minutes and then they are signed off by the Chairperson as a true and correct record)


MEETING MEMOS AND PROCEDURES


Memo

To: Pauline Lee

From: Loren Woodhouse

Date: April 15, 2023

Re: Rules and Regulations – Annual General, Board of Directors’, Extraordinary General Meetings

Pauline, statutory rules and regulations for meetings can be found at http://www.legislation.govt.nz however, under each Meeting heading I have given you a brief explanation which you may find useful.

It is worth noting that the Annual General Meeting and the Boards of Directors’ Meetings have a different focus. The first is mainly a reporting emphasis while meetings of the Boards’ of Directors have a stronger emphasis on strategic planning.

Annual General Meetings

Procedures for running annual general meetings are determined by law, or are governed by the rules and regulations, or constitution of the organisation.

If a company falls under the umbrella of the Companies Act 1993 then the procedures as outlined in the Act take precedence over the company’s constitution.

Function: To discuss a common objective – a purpose. The overriding reason for holding an annual general meeting is to report to shareholders and to give shareholders and opportunity to ask questions.


http://www.legislation.govt.nz/

Who Attends: All Shareholders can attend these meetings, Board of Directors, Auditor


Timeframes - Notice of Meetings

1. Written notice of the time and place of a meeting of shareholders must be sent to every shareholder entitled to receive notice of the meeting and to every director and an auditor of the company not less the 10 working days before the meeting stating as follows:

a) The nature of the business to be transacted as the meeting in sufficient detail to enable a shareholder to form a reasoned judgment in relation to it; and

b) The text of any special resolution to be submitted to the meeting.

2. An irregularity in a notice of a meeting attend the meeting without protest as to the irregularity or if all such shareholders agree to the waiver.

3. Subject to the constitution of the company, if a meeting of shareholders is adjourned for less then 30 days, it is not necessary to give notice of the time and pace of the adjourned meeting other than by announcement at the meeting which is adjourned.

Rules and Regulations:

Annual Meeting of Shareholders:

1. Subject to subsection (2) of this section, the board of a company must call an annual meeting of shareholders to be held:

Once in each calendar year; and Not later then 6 months after the balance date of the company: and Not later than 15 months after the previous annual meeting

2. A company does not have to hold its first annual meeting in the calendar year of its registration but must hold that meeting with 18 months of its registration.

3. The company must hold the meeting on the date on which it is called to be held.

Business Covered:

Financial reportDirectors’ reportElection of DirectorsElection of Auditors


Any special business


Board of Directors’ Meeting

These are meetings held throughout the year by a company’s management. As well as directors, the board may consist of senior executives of the company. Shareholders do not take part in board meetings unless they are also a member of the Board of Directors. The Boards of Director’s meetings should once again, have a reason for being held.

The meeting is run in accordance with the company’s constitution or rules or in some cases as set out in legislation.

The business covered at these meetings usually includes finance, strategic plans to manage the company’s day-to-day operations, long term goals and long range business plans.

The rules and regulations that govern meetings of Boards of Directors’ are very similar to those for annual general meetings.

If a company falls under the umbrella of the Companies Act 1993 then the procedures as outlined in the Act take precedence over the company’s constitution. These procedures can be found in the Third Schedule to the Act – Proceedings of the Board of a Company

Extraordinary General Meeting

Is any general meeting that is not an annual general meeting. Extraordinary (or special) general meetings are provided for in the constitution or rules of most organisations. They are held between annual general meetings.

They maybe called at any time by The Board; or a person who is authorized by the constitution to call the meeting or must be called by the board on the written request of shareholders holding shares carrying together not less then 5 percent of the voting rights entitled to be exercised on the issue.

They are called when a matter of importance arises that needs consideration by a meeting of shareholders and it is too long to wait for the next annual general meeting.

I conclude with the following Pauline and please let me know if I can be of any further assistance in these matters:


Under Rules and Regulations

What is a statue?

A statue is an Act a “law of the land”, legislation which has been passed by Parliament, and which must be complied with by all.

What is a constitution?

A constitution is a se of rules and regulations which governs the way an organization is run. It is a firm and clear set of rules, which are to be followed

When an organization has adopted a constitution then it cannot be departed from. If the rules become unworkable then they must be altered in the proper manner, just like and Act of Parliament must be altered in the proper manner.

Which takes precedence?

If statutory provision relate to an organization then these will take precedence over a constitution as a statute is a “law of the land” and a constitution in only a “law of the organisation”.



Memo

To: Pauline Lee



Re: Meetings Functions: Ad Hoc, Advisory and Standing, Executive, Subcommittee and Joint Consultative Committee

Pauline, as requested I have listed the above functions and where the rules can be found. Please let me know if I can be of further assistance.

Ad Hoc Committee

Rules and Regulations can be found in the Organisations Constitution

An Ad Hoc Committee is established for a specific purpose and is disbanded (self destructs) at the conclusion of its work, i.e. Staff Ball, Christmas Party.

Standing Committee


The Standing Committee is a permanent committee and is appointed to carry out a continuous activity, i.e. finance, health and safety etc.

This committee is usually appointed by the executive committee and reports to the Executive Committee. They have been given certain boundaries, or “terms of reference”, within which to work and can act on its own initiative within the boundaries given.

Both types must have clear guidelines from the group as to their responsibility, authority and objectives.


Advisory Committee


An investigative group who research and co-ordinate findings to the executive committee.

They can form its own subcommittees reporting directly to this committee, who then co-ordinate findings and make recommendations which it will present to the executive board.

Executive Committee


An executive committee usually consists of the officers of the organisation i.e. president, vice president, secretary etc. Individually and as a group, this committee acts on behalf of the organisation between its regular meetings. This type of committee may be constituted because of the inconvenience and cost of calling together the full membership of the organisation every time a decision has to be made.

The specific duties of the officers and the authority for them to act as an executive committee should be detailed in the bylaws of your organisation.

Subcommittees

A parent committee may, if it has the necessary power, appoint this type of committee from within its members to study and discuss certain matters, but has no power to take action without reporting back to the parent committee for approval.

Generally these committees are set up to discuss particular matters relating to the operation of the organisation and are required to report to, and make recommendations to management on their activities.

Joint Consultative Committee

Consisting of representative of two different bodies. The bodies may be different organisations or members of different committees of the same organisation.

Aimed at improving communications and keeping workforce informed on policy and management decisions.

For future planning, exchanging ideas, solving problems and airing differences.


MEETING CHECKLIST

Venue Booking Book appropriate meeting place i.e. Boardroom or an outside

venue Check the facilities are in order Size of the room Seating Cost of hiring the room What is available in the room Confirm booking 2 or 3 days prior to meeting Make sure there is an Agenda for both parties.

Travel Arrangements Check Flight arrival dates and times Make sure of airport transport is there for arrival. Check to see if a rental car would need to be supplied, how many

would be seated in the rental and availability. Who will be responsible for hiring a rental.

Check if Accommodation is to be booked. How many to book for and who would be responsible for that.

Car Parking Make sure there is an available car park on site Reserve Cones are placed in the car park Email to be sent to All Staff informing them of reserve car park

Audio Visual Aids

Check that the over head projectors are working The White Board is cleaned and there are Markers available The computer network plugs are online for power point

presentation The pull down screen is working and not marked

Refreshments

Make sure water and glasses are available and clean


Check to see if a light morning tea with tea and coffee is required or just biscuits. How many to cater for.

If luncheon requirements are needed and any special dietary are needed and how many to cater for.


Seating

Normally in a horseshoe shape around a table Make sure everyone can see each other for the meeting If a presentation is going to be held, make sure everyone can

view this Make sure if a video conference that everyone can be seen Be aware of any cultural protocol for anyone attending the

meeting is met

Heating/Ventilation

Check that the room has been aired before meeting Check that the heating is working The windows can be opened Air conditioning is working or fans are operating Warm up the room before the meeting OR Cool the room down

Lighting

Check the blinds or curtains can be drawn or closed All lights are working Can they be dimmed – check that this is working

Procedures to establish the video link

Check that all video, audio or computer links are working. Re-check this 1 or 2 hours prior to the meeting

Check both areas i.e. your own and the other video link See if “IT” can operate the video control panel or a designated

person has knowledge of operating it for both links See if an extra telephone line and telephone could be placed in

for emergency reasons Make sure one party is responsible for ringing for the connection

for the meeting and also if there is a power cut. Also see if a mobile phone is made available incase the

telephone lines are not.


MAKING MEETING ARRANGEMENTS


Memo

To: Pauline Lee



Re: Maori Protocol – Marae Hui

Pauline, a Panui (notice) needs to be given approximately 3 – 4 weeks before the Hui. This Panui should include te wa (time), take (purpose), te wahi huihuinga (venue) and te ra (date). Please let me know if you wish for me to organise this. It will be necessary to acquire a female Kai Karanga (caller) this is mentioned further down in the second paragraph.

The Manuhiri (visitors) assemble at the gate to the Marae and each discrete group within the visitors will have a spokesman for that group. However, the area immediately in front of the meeting house is to be kept clear at all times. They will also have a Kai Karanga (caller) who must be female and will respond to the calls of welcome and reciprocate. In the case of Pakeha visitors the visitor's Kai Karanga may be "lent" by the Marae.

An Elderly woman will let out a call of welcome from the Tangata Whenua (hosts) to the Manuhiri (visitors) assembled at the gate. Her call has several functions including permitting the visitors to move onto the Marae at the same time declaring that area of the Marae to be Tapu (sacred) until formalities are concluded.

The words used in the Karanga (call) cover four main areas:

Welcome the visitors Pay tribute to the deceased relatives of the Manuhiri If possible acknowledge their tribal background. Address the purpose of the Hui.


The visitors own kai whakaatu (caller) will listen carefully and responds to these calls by reciprocating the calls of welcome, acknowledging the deceased of the Tangata Whenua. She needs to have the knowledge to greet the house and Iwi (tribe) of the Marae. She will finally address the purpose of the gathering. Once these initial rituals are complete the visitors can move onto the Marae. However please note the following:

Do not wear shoes in the Whare Hui

1. Do not smoke in the Whare Hui 2. Do not eat kai (food) in the Whare Hui 3. Do not jump on mattresses in the Whare Hui 4. Do not hang clothes on the pictures in the Whare Hui 5. Do not hang clothes on the poupou (carvings) in the Whare Hui 6. Do not drink in the Whare Hui 7. Do not run around inside the Whare Hui 8. Do not walk over peoples legs, ask them to move them 9. Do not walk in front of a speaker 10. Do not throw blankets over others 11. Do not drink in the Whare Hui 12. Do not chew gum 13. Do not sit on pillows ANYWHERE

Women should not sit in the front row. The seating would conventionally have the Manuhiri facing the Tangata Whenua either side of the meeting house.

The final ritual before the formalities are complete and the tapu lifted is for the Tangata Whenua to Hongi with the Manuhiri - this the ceremonial pressing of noses (one press for a first encounter, two for a friend or someone one has met before and three for someone you are very fond of or a close relation).

Once the rituals are complete and the tapu lifted then the Tangata Whenua can proceed with the programme set out for the Hui. This is often preceded by a Hangi (meal steam cooked over heated rocks in a deep pit). In the case of the Cultural encounters for tourists you might expect traditional songs, poi swinging, stick games and Huka.



Memo

To: Pauline Lee



Re: Meeting Protocol – Japan and China

Pauline, I have given a broad protocol outline on both of your upcoming meetings. I have also included the hyperlink in case you would like to read more.

Japan Meeting Protocol –

http://www.onenortheast.co.uk/lib/liReport/910/Protocol_Japan.PDF

Meeting Etiquette Japanese business culture remains quite formal. It is usual to offer your hand in greeting whilst giving a slight bow with the head. Call the visitor by their family name or title e.g. Welcome Mr ......... or President ........... When the visitor is known to you, you can use the family name plus - san.

Shake hands with your guests as usual. Followed by a greeting in their language. Introduce your colleagues and allow guests to introduce themselves. Use both hands when presenting business cards and ensure that the writing on the card is facing the recipient. Hand over your business card with a slight bow. Cards should be received with both hands and placed on the table in front of you – to immediately put the card in your pocket or bag is considered rude - and you should look at the cards occasionally throughout the meeting.


http://www.onenortheast.co.uk/lib/liReport/910/Protocol_Japan.PDF

Use the largest meeting room that you have available, for example the Board Room. In Japan, the prestige of the company and the importance you place on your guests is judged by the calibre of the meeting room used.

If the room is warm, you can invite your guest to remove their jackets, but be sure not to remove your jacket first.

Seating ArrangementsIn Japan, it is the custom to offer seats to guests according to their seniority. When you invite your guests to your office, please offer the most senior person seat (1) and other guests (2), (3) and so on by following their seniority. Rules of seniority prevail with guest and host sitting face to face or beside each other.

China Meeting Protocol

http://www.kwintessential.co.uk/resources/global-etiquette/china-country-profile.html

Meeting EtiquetteBusiness attire is conservative and unpretentious. Men should wear dark coloured, conservative business suits. Women should wear conservative business suits or dresses with a high neckline. Women should wear flat shoes or shoes with very low heels. Bright colours should be avoided

Greetings are formal and the oldest person is always greeted first. Handshakes are the most common form of greeting with foreigners Many Chinese will look towards the ground when greeting someone. Address the person by an honorific title and their surname. If they want to move to a first-name basis, they will advise you which name to use.

Business Meeting Etiquette Send an agenda before the meeting so your Chinese colleagues

have the chance to meet with any technical experts prior to the meeting. Discuss the agenda with your translator/intermediary prior to submission

You should arrive at meetings on time or slightly early. The Chinese view punctuality as a virtue. Arriving late is an insult and could negatively affect your relationship

Pay great attention to the agenda as each Chinese participant has his or her own agenda that they will attempt to introduce.




Business Meeting Etiquette cont

Meetings require patience. Mobile phones ring frequently and conversations tend to be boisterous. Never ask the Chinese to turn off their mobile phones as this causes you both to lose face.

Guests are generally escorted to their seats, which are in descending order of rank. Senior people generally sit opposite senior people from the other side.

It is imperative that you bring your own interpreter, especially if you plan to discuss legal or extremely technical concepts as you can brief the interpreter prior to the meeting.

Visual aids are useful in large meetings and should only be done with black type on white background. Colours have special meanings and if you are not careful, your colour choice could work against you.

Presentations should be detailed and factual and focus on long-term benefits. Be prepared for the presentation to be a challenge.

Only senior members of the negotiating team will speak.

They will not overtly say 'no', they will say 'they will think about it' or 'they will see'.

Under no circumstances should you lose your temper or you will lose face and irrevocably damage your relationship.


RECORDING MEETING OUTCOMES

PHYSICAL MEETING CHECKLIST

The Boardroom has been booked for 10.45 until 12.15, fifteen minutes either side, for next Thursday. I will confirm booking two days prior to this.

The seating arrangements for four will be around the boardroom table, two on either side

I have an Agenda typed up for you to look at and once confirmed I will send a copy down to the General Manager of the New Plymouth branch and two copies over to the Auckland Branch for the Sales Representatives.

The Sales Representatives will be travelling to our Head Office by car and have been informed to park in the “Reserve” car park in front of Reception which will have a “Reserve” cone in it. I will send an email to ALL staff not to park in the car park directly in front of our Reception and will place the cone there first thing in the morning.

I have booked and confirmed flights for the General Manager, however he would like to be met at the airport and brought here to the meeting. His plane arrives at 10.00 am. Please let me know if you will meet him or you would like someone else to. Also for his return flight - he is due to be at the airport by 2.00 pm for his return flight which leaves at 2.30 pm.

Please let me know if you require secretarial minute taking for this meeting.


Physical Meeting Checklist cont.

If any cultural information is required for the Meeting, please let me know and I can arrange for that information to be there or placed in the Agenda.

The pull down screen has been checked and the whiteboard will be cleaned with whiteboard markers and duster beside it. This will be checked prior to the meeting.

A projector for data shows and a laptop for power point presentations are available for the meeting and can be made available before the meeting begins, if required.

The Boardroom has sufficient lighting with a dimmer control and the curtains and blinds have been checked to allow the room to be dimmed.

All electrical points have been checked and are working. I will re-check them a day before the meeting.

Refreshments of tea, coffee and biscuits, will be available in the adjoining Interview room, at 10.45. Please let me know if you require a more substantial morning tea. However, water and glasses will be available on a small table in the boardroom.

Due to the General Manager not having to leave until 1.30pm, would you require a light lunch to be provided after the meeting, or should I make arrangements for him to be taken out for lunch?

If lunch is required, I will need to enquiry as to any special dietary necessities. Please let me know if you want the lunch to include everyone or just yourself and the General Manager.

I will turn the air conditioning on in the Boardroom one hour prior to the meeting allowing time for the room to be right for the conditions.


Video Conference Checklist

The Boardroom has been booked for 8.00 until 12.15, fifteen minutes either side, on Wednesday October 2012. I will confirm booking three days prior to this.

The seating arrangements will be around the boardroom table in a horseshoe shape allowing everyone to view the overhead projector or data shows that may be necessary and also to be seen on the video conference.

I have an Agenda typed up for you to look at and once confirmed I will send a copy down to the New Plymouth office and a copy to the Advertising Agency in Wellington.

The Advertising Agency Representatives are flying in early that morning and they have arranged their own flights. They have also arranged for a rental car to be collected from the airport and will not be need to be greeted and collected.

I will place the “Reserved” car park sign in the car park directly in front of the Reception. An email to the staff will be sent out the day before to advise them of the reserved car park. I have informed the Advertising Agency Representatives that they have a “Reserved” park situated at the front of the Reception area.

The Advertising Agency Representatives are due to arrive for your first meeting at 8.00 and will be shown into the Interview room for refreshments.


Video Conference Checklist cont.

Once your first meeting is over, I will re-arrange the seating requirements and quickly tidy up the boardroom. The refreshment would have been replaced and will be once again available in the Interview Room.

Please let me know if you require secretarial minute taking for either meeting. If you would like the Video Conference to be video taped, please note that permission for video tape must be given by all that attend the meeting, including New Plymouth. Also no advertising logos must be used during this tapping unless prior authorisation has been granted by the Agencies that have the logos.

The pull down screen has been checked and the whiteboard will be cleaned with whiteboard markers and duster beside it. This will be checked prior to the meeting.

Refreshments of tea, coffee and biscuits, will be available in the adjoining Interview room, at 8.00 for your first meeting and again at 9.30 for your second meeting. Please let me know if you require a more substantial morning tea. However, water and glasses will be made available on a small table in the boardroom.

Please, also let me know if you require a light lunch to be provided after the meeting.

I will turn the air conditioning on in the Boardroom one hour prior to your first meeting allowing time for the room to be right for the conditions.

The Boardroom has sufficient lighting with a dimmer control and the curtains and blinds have been checked to allow the room to be dimmed.

“IT” has been informed of the upcoming video conference and has offered their services to operate the control panel, or if you have already designated someone to do this, they would be happy to show how it operates at an allocated time.

“IT” has confirmed that ALL equipment is working and will be set up on the day and tested one hour prior to your meeting in conjunction with the Co-ordinator at the New Plymouth venue.

They will also have an extra telephone placed beside the control panel in case of power failure to the video conference but if you would have your mobile phone available just in case the power has affected both lines.

New Plymouth has been informed that if we should lose them during the meeting, that it will be us that will contact them and for them to keep their lines free.

If anyone is running late, they have the Auckland’s office contact number so they can let us know when they will be available to begin.


New Plymouth Video Conference Checklist

I have booked a venue in New Plymouth for the same time (half an hour before and after) which has video conference, overhead projector and data show capabilities. The venue also has a pull down screen and a whiteboard. I have organised that there will be whiteboard markers and dusters available. The cost of hiring the room and its facilities was within budget. I will confirm booking three days prior to the meeting.

The New Plymouth General Manager and staff are familiar with the Venue and will arrive in one car.

There will be available car parking, as the Venue has no other prior engagement. However, they will place a “Reserve” car park sign in the car park directly in front of the Reception area. I have informed the New Plymouth office of this.

The Venue Co-ordinator has confirmed that all lighting is working with a dimmer on the lights and the room has blinds, curtains which are in good condition and can be drawn to dim the room. He has also confirmed that they have air conditioning which he will turn on an hour before the meeting is due to begin. Once again I will confirm that everything is on and working prior to the meeting.

He has also confirmed that all power sockets, video, projectors are working and that there will be two lines available with a spare phone. I will confirm with him prior to the meeting that everything is still working. I have asked that the New Plymouth General Manager bring his mobile in case New Plymouth has a power cut.

Seating arrangements can be arranged in the venues’ boardroom once again in a horseshoe shape allowing everyone present to view the overhead projector for data shows and for all to be able to be seen on the video.

The Venue Co-ordinator will be happy to organise the boardroom seating arrangements and I will confirm on the previous day, that everything has been organised.

The Co-ordinator also will arrange light refreshments to be made available half an hour before the meeting is begin. There is a small adjoining room which would be large enough to hold the refreshments. However, water and glasses will be made available on a small table in the boardroom.


New Plymouth Video Conference Checklist Cont….

The Co-ordinator has our phone number and the New Plymouth General Manager’s number in case of emergency in regards to the venue having to be cancelled at the last minute.

The Co-ordinator has offered his services to operate the control panel for the video conference, however, the New Plymouth General Manager has been to the venue before and operated the control panel and is happy to do this. He is happy to meet with the Co-ordinator two or three days before the meeting, to run over everything again.

The Co-ordinator will be available one hour before the meeting is due to start, waiting for our “IT” to make a test on the Video Conference.



MEETINGS PROCEDURES MANUAL

APPENDIX 1

HARD COPIES OF MEETING DOCUMENT TEMPLATES

Notice of Meeting

Agenda

Chairperson’s Agenda

Committee Meeting



Notice that a Videoconference Meeting will be held at Manukau Head Office

575 Chapel Road, Botany Downs, Manukauand New Plymouth Civic Centre 12 Main Road, New Plymouth

on Wednesday, 15 October 2012at 10.00 am until 12.00 noon

B U S I N E S S

To discuss a suitable advertising promotion for the New Plymouth branch

Loren WoodhouseExecutive Assistant

Mountain and Sea LimitedManukau Head Office575 Chapel RoadBotany DownsManukauTelephone: 09 273 2777Email: [email protected]

29 September 2012



Videoconference Committee

Meeting to be held on Wednesday, 15 October 2012in Manukau Head Office

575 Chapel Road, Botany Downs, Manukauand New Plymouth Civic Centre12 Main Road, New Plymouthat 10.00 am until 12.00 noon

A G E N D A

1 Apologies:

2 Discussion to be held in relation to promoting New Plymouth Branch.

3 New Plymouth branch data show on present advertising

4 Advertising Agency presentation

5 Discussion on presentation



Videoconference Committee

Meeting to be held on Wednesday, 15 October 2012in Manukau Head Office

575 Chapel Road, Botany Downs, Manukauand New Plymouth Civic Centre12 Main Road, New Plymouthat 10.00 am until 12.00 noon

C H A I R P E R S O N’ S A G E N D A

Apologies

Discussion to be held in relation to promoting New Plymouth Branch.

To discuss a suitable advertising promotion for the New Plymouth branch to try and overcome a recent trend of falling sales.

New Plymouth branch data show on present advertising

Advertising Agency presentation

Discussion on presentation



COMMITTEE MEETING

Meeting held on <place in day and date>

in the <where it is going to held> <where the meeting will take place> at <time>

AGENDA

PRESENT

APOLOGIES

MINUTES

MATTERS ARISING

CORRESPONDENCE

Chairperson: _________________________

Date: _______________


meetings procedures manual (autosaved)

Documents

general procedures

meeting functions

meeting memos

meeting documentation

meeting arrangements

extraordinary general

physical meeting checklist

recording meeting outcomes