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To feel more at ease in meetings, it is
necessary to be acquainted with the special language of meetings.
The following terms are mostly applicable to formal meetings
such as management committee meetings rather than workplace
meetings. However terms such as ‘agenda’, ‘apologies’,
‘minutes’ and ‘business arising’ are common
to most different meetings.
Agenda
The plan for a meeting, it lists the items
to be discussed in the order in which they will be discussed.
Amendment
Proposed modification to a motion which
is not in conflict with the general thrust of that motion.
If the amendment is adopted it becomes part of the original
motion (now called ‘motion as amended’ or ‘substantive
motion’)
Apologies
Formal notifications of inability to attend
a meeting
Brainstorming
A technique used to gather ideas from a
group, it involves the members of the group thinking of as
many ideas as they can in a short period of time.
Business Arising
Discussion on any matter recorded in the
minutes of the previous meeting.
Chair
The person who controls the conduct of
the meeting, a sort of umpire.
Consensus
A type of group decision making. It involves
coming to a decision acceptable to all members of the group
without a vote being taken.
Constitution
A document setting out the fundamental
principles governing the running of an organisation. It normally
includes such things as the goals of the organisation, membership
requirements, rights and fees, meeting times, voting rights
and standing orders for meetings.
General Business
The body of the meeting where the main
objectives of the meeting are discussed
Minutes
The formal written record of a meeting.
Copies are circulated to attendees and those who apologised
(and sometimes to other interested parties), and formally
confirmed at the next meeting as being a true record.
Motion
A formal statement, usually involving some
proposed action, put to a meeting for discussion and subsequent
decision by vote.
Mover
The proposer of a motion
Motion of Dissent
A formal statement involving some proposed
action, put to a meeting for discussion and subsequent decision
by vote.
Other Business
An item on the agenda (usually the last)
that provides an opportunity for those present to suggest
additional matters for discussion.
Point of Order
A formal complaint (to the chair person)
at a meeting that a speaker is being irrelevant, unduly repetitive,
exceeding prescribed time, speaking out of turn or in some
way violating standing orders.
Procedural motion
A motion aimed at changing the sequence
or timing of events at a meeting, rather than one which addresses
an agenda item.
Quorum
Minimum number (or percentage of those
invited) required to be at a meeting for it to proceed legitimately.
Seconder
Someone who formally supports the mover
of a motion
Standing Orders
An organisation’s rules that govern
how its meetings should be run.
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