Meetings Management Manual

Doc. No. G-QMS2014-002

File Ref: GLCI-QMS-A-4-1
MEETINGS MANAGEMENT GUIDELINES

Rev. No. 02
Status Released
Date Effective March 10, 2014
Page Number 1 of 5

Prepared By: Reviewed By: Approved By:

________________________________
Signature over Printed Name

________________________________
Signature over Printed Name

_______________________________
Signature over Printed Name
Position: Position: Position:
Date and time: Date and time: Date and time:


GLCI QMS 2014
D:\Quality Management Systems\Management Review\Meetings Management Manual
Deputy QMR Quality Management Representative
President/CEO
February 6, 2014 February 17, 2014 February 28, 2014
Any printed or saved version of this document is uncontrolled unless it is marked and approved for issue by the Quality Management System Representative.

Ethel Grace D. Lagartera

Jesille Ann S. Monsalud

Alexander L. Bangsoy
1.0 PURPOSE
a. The purpose of this document is to provide overall and standard guidelines in handling
various meetings being conducted in the company.

2.0 SCOPE
a. This policy shall apply to pertinent management review, revision of policies, establishment
and maintenance of documentation of all departments/divisions/units.

b. This policy shall cover all partners who will conduct, oversee and attend corporate meetings.

3.0 DEFINITIONS
a. Minute - summarized record of the proceedings at a meeting

b. Chair person - the person who was assigned to preside the meeting or who called such
meeting

c. Recorder - the person who will take note of the proceedings in a meeting. S/He is responsible
to arrange the agenda, to distribute the agenda, to inform the person/s who will attend the
meeting, and to distribute the unapproved/approved minute of meeting/s. S/He is also in
custody of the copies of the minutes of meeting/s. S/He states to the committee the agenda
that will be tackled during the meeting.

d. Minute Skeleton - an actual outline of the finished minute of meeting based on the agenda,
spaces are allotted for the recorder to utilize during the meeting.

e. Agenda - list of things to be considered and discussed at a meeting. The agenda should be
divided into two sections, one for information (discussion) items and one for action items. A
third section for consent items may be included. Consent agenda is mainly to accept written
reports.

f. Partners - Goshen Land bonafide employees

g. ROTI - Return on Time Invested

4.0 ASSOCIATED DOCUMENTS
a. Notice of Meeting Form
b. Meeting Agenda
c. Minute Skeleton
d. Attendance Form (optional since attendance details are included in the minute skeleton)

5.0 RECORDS
a. Minutes Reference Log sheet/logbook
b. Minutes of Meeting
c. Action Taken Summary Report






Meetings Management Manual
Doc. No. G-QMS2014-002
File Ref: GLCI-QMS-A-4-1
MEETINGS MANAGEMENT GUIDELINES

Rev. No. 02
Status Released
Date Effective March 10, 2014
Page Number 2 of 5



GLCI QMS 2014
D:\Quality Management Systems\Management Review\Meetings Management Manual
Any printed or saved version of this document is uncontrolled unless it is marked and approved for issue by the Quality Management System Representative.

6.0 TOOLS, GAGES, FIXTURES
Gauge to be used Brief Description Who will measure Methodology
ROTI Evaluation
Measures the productivity
and effectiveness of meetings
to its attendees
Chairperson
*administered by
the recorder
Assessment Type

Rated as follows:
Quantitative Rating Qualitative Rating Description
4 Superb Learned something that save significant time
3 Positive Learned something that will save time
2 Balanced Break even
1 Negative Time invested exceeded return
0 Worthless Waste of time

7.0 GENERAL GUIDELINES
a. Convening a Meeting.
1. The CEO/President; Department/Division/Unit Head; Project Director and/or the
respective secretary on the requisition of the former will, at any time, summon a
meeting.

b. Notice/Call to the Meeting
1. A meeting notice form for every meeting should be given to respective attendees by
hand, and/or email. Notices advised through sms (text) messages will not be considered.
2. The notice should specify the type of meeting, day, date, time and venue of the meeting.
3. Notice of meeting may be given even when meetings are held. It should be given at least
seven (7) days before the intended meeting except in cases of emergency.
4. Scheduled meetings that are moved due to uncontrollable reasons must be
communicated immediately.

c. Agenda
1. Agenda, on the other hand should be given at least three (3) days before the intended
meeting except in cases of emergency.
2. Concern/s that arise/s after the submission of topics to be discussed may still be tackled
during the meeting. (Refer to its classification before discussion)

d. Attendance
1. Attendance is a must in all meetings.
2. A quorum of at least 75% must be present to qualify for a meeting.
3. Leave of absence should be granted by the chair person and properly communicated to
the secretary or respective admin personnel.
4. Frequent absences without valid reason shall entail disciplinary action. (refer to Code of
Conduct). Acceptable reasons may include but not limited to sickness leaves, significant
family event or circumstance, pre-planned activities that cant be easily changed and
work conflicts that cant be easily resolved.
5. Attendees who arrive late must notify the chair person or the secretary or respective
admin personnel. Reasons of being tardy must be valid.
6. Frequent tardiness without valid reasons may entail disciplinary action.

e. Minutes
1. Minutes should indicate the place, date and time of the meeting and the names of all
participants at the meeting, including persons arriving late or leaving early, guests and
staff.

2. Drafts of minutes, notes, images, audio or video recordings should NOT be retained in
the organizations files once the minutes are approved. The chair person and the
recorder must be sure they are discarded. The chair person and/or the recorder shall be
in charge in the creation of image, audio and video recordings.

Meetings Management Manual
Doc. No. G-QMS2014-002
File Ref: GLCI-QMS-A-4-1
MEETINGS MANAGEMENT GUIDELINES

Rev. No. 02
Status Released
Date Effective March 10, 2014
Page Number 3 of 5



GLCI QMS 2014
D:\Quality Management Systems\Management Review\Meetings Management Manual
Any printed or saved version of this document is uncontrolled unless it is marked and approved for issue by the Quality Management System Representative.

3. For board meetings where the minutes serve as official and legal document, the key
information only, such as those attending and the main motions and other rulings, is
reported in the minutes. These types of minutes DO NOT record any of the discussion
that resulted in the final decision on the motion. However, in business meetings or
project team meetings, it is usually more effective to also record key points from the
discussion. Having a record of these points is useful for those who couldnt attend or to
remind the group what was discussed previously, so time isnt wasted in a subsequent
meeting on the same discussion.

f. Classification of Meetings
Classification of
Meeting
General Responsibilities
(guiding principle in devising an
agenda)
Composition
Frequency
of Meeting
Assigning of a Recorder
1. Board Meeting
(V-M-O)
Annual Strategic Planning.
Provide or set the
direction in line with the
vision, mission and
objectives of the
company.
Responsible for the
companys By-Laws
Establish corporate
management related
policies and make
decisions on major
company issues. Some of
this issues include hiring,
retaining, evaluating and
firing of executives,
dividend policies,
executive compensation
plan
Review, evaluate and
decide on
recommendations made
by the executive body;
this include corporate
governance and policy-
based system
Jointly oversee the action
plan and other activities of
the company
Board of directors
(combination of
manager-focus and
proactive approach)
Often meet
semi-
annually.
1.a Board Secretary
(determined by votes)

1.b Discretion of the chair
person (in the absence of the
board secretary)
2. Executive
Committee
Meeting
(KRA-PI)
Control the overall
development of the
company including its
financial and quality
management
Make necessary
recommendations to the
board on strategic plans,
policies, investments and
risks of the company.
Report results of research
and status reports from
lower-tier management.
Oversee and monitor key
result areas and
performance indicators of
the action plan.
Senior-level of the
top management in
the organization
(commonly
comprises of the
Chief Executive
Officer, Executive
Vice Presidents and
Chief
Officers/Directors);
acts and decides in
behalf of the board
of directors
Often meet
on a
quarterly
basis
2.a Executive
Secretary

2.b Legal Officer
(in the absence of
2.a)

2.c Discretion of the
chair person
(all of the above are
not available or
present)
3. Management
Committee
Meeting
(S-P-A-T-RES)
Control strategies in the
development its respective
area of responsibility.
Report status updates
The other top
management of the
organization; the
implementing arm of
Often meet
twice a
month
3.a Executive Secretary

3.b Legal Officer
(in the absence of 3.a)

Meetings Management Manual
Doc. No. G-QMS2014-002
File Ref: GLCI-QMS-A-4-1
MEETINGS MANAGEMENT GUIDELINES

Rev. No. 02
Status Released
Date Effective March 10, 2014
Page Number 4 of 5



GLCI QMS 2014
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Any printed or saved version of this document is uncontrolled unless it is marked and approved for issue by the Quality Management System Representative.
Implement and monitor
directives, specific
strategies, programs, day
to day to activities,
including resources
the executive body
3.c VP, Human Resources
(in the absence of 3.a
and 3.b)

3.d Discretion of the chair
person
(all of the above are
not available or present)
4. Departmental/
Divisional/Unit
Meeting
Updates from the
management body
Report on status updates
of the action plan
Individual reports
Other concerns
Department/Division
/Unit Team
Often meet
once a
week
4.a Respective Office
Administrative Personnel

4.b Discretion of the chair
Person
(in the absence of 4.a)
5. Project Team
Meeting
Updates from the
management body
Updates from the Toolbox
Meeting
Report on status updates
of the action plan
Individual reports
Other concerns
Project Team
Often meet
once a
week
5.a Project Administrative
Personnel

5.b Project Engineer/Office
Engineer
(in the absence of 5.a)

5.c Discretion of the chair
person
(all of the above are not
available or present)
6. Pocket Meeting
Concerns and issues with
urgency state (emergency
cases)
Discussion of a more
detailed planning within
and among teams
- Coordinating
parties
- Adhoc and special
committees
Depend on
the
concern/s
that need/s
to be
attended.
6.a Office/Project
Administrative
Personnel of
coordinating party

6.b Discretion of the chair
person
(in the absence of 7.a)
7. Summit/
Conference/
Mass Meeting
A formal event where
prominent leaders and
stakeholders of the same
or different business
gather to discuss a
topic/s.
This is to invite
provocative ideas,
facilitate dialogue,
encourage breakthrough
thinking and for new
opportunities.
This is held off-site
Sponsoring/
requesting party and
external parties

7.a Sponsoring/
coordinating party or
agency

7.b Discretion of the chair
person
(in the absence of 6.a)

8.0 BEHAVIOR AND ETHICS
a. Corporate meeting ethics must be set in place to observe behavioral parameters and
expectations for the group.

b. Unethical actions during meetings that must be AVOIDED:
1. Scheduled start and end time are not met.
2. Being or arriving late without valid reason and/or no notice given.
3. Going to the meeting unprepared.
4. Not silencing communication devices.
5. Constant or inappropriate checking voicemail or text messages during the meeting.
6. Constant going in and out of the room during the meeting.
7. Doing or transacting business a meeting, unless if it qualifies an urgency state and pre-
approved by the body.
8. Showing disrespect to speakers or presenters.



Meetings Management Manual
Doc. No. G-QMS2014-002
File Ref: GLCI-QMS-A-4-1
MEETINGS MANAGEMENT GUIDELINES

Rev. No. 02
Status Released
Date Effective March 10, 2014
Page Number 5 of 5



GLCI QMS 2014
D:\Quality Management Systems\Management Review\Meetings Management Manual
Any printed or saved version of this document is uncontrolled unless it is marked and approved for issue by the Quality Management System Representative.
c. After the meeting, confidential or proprietary matters must be observed and confined in the
conference room. It is unethical to share information for it might cause chaos and issues.

d. Benefits
When all parties adhere to these ethics, there will be fewer distractions, thus, allowing for a
more productive and time-efficient meeting.

9.0 DISTRIBUTION, RETENTION AND DISPOSITION
a. The recorder will initially review the draft. H/She must mark it as Unapproved Copy of
minutes. The unapproved copy of the minutes must be distributed to the attendees a day
after the meeting for checking.

b. Approval of the minutes must be at least within five (5) days from the circulation of the
unapproved copy. Once approved and finalized, the recorder will then distribute the
approved copy of minutes.

c. Distribute minutes within a reasonable time following the meeting to those who attended, to
those who were supposed to be at the meeting and then safeguard them in the permanent
files of the organization. If distributed electronically, it should be supported and permitted by
the companys bylaws and corporate laws.

d. The official copy of the minutes should be placed on file in a minutes binder at the
corresponding office. The official copy should have attached to it the original signed copies of
the following:
1. Committee reports
2. Officers reports
3. Written motions
4. Correspondence

e. When copies of the minutes are distributed, it isnt necessary to include the attachments. The
minutes should reference the attachments and indicate that they are on file. However,
attachments should be circulated to attendees.

f. Copies of minutes of meeting are considered as permanent record. Though they are
permanent files, they can be classified as active files or archives depending on its occurrence.