BM-PM-S-25-001
1. Purpose #
1.1. To establish a standardized process for documenting, recording, and distributing the key points and decisions made during meetings.
1.2 To make the meeting effective and smooth during communication with relevant departments and stakeholders.
2. Scope of Application #
2.1 This procedure is applicable to all departments within Blih marketing and communication PLC.
3. Definition #
3.1 Meeting: – An event in which a group of people come together to discuss issues or make decisions.
3.2 Organizer: – A person who arranges and facilitates the meeting.
3.3 Convener: – a person who convenes or chairs a meeting.
3.4 Meeting minutes: – The recorded notes that indicate the action /Requirement taken by the relevant department.
3.5 Attendee: – A person who’s attending the meeting
4. Responsibility #
4.1 Meeting organizer
4.1.1 The meeting organizer is responsible for announcing the meeting by using standard notice format in google calendar invitation except regular and known meetings.
4.1.2 The organizer shall confirm the necessary facilities are ready before the meeting time.
4.1.3 Following the meeting attendance and taking or announcing proper measurement if someone is absent without permission or is late.
4.1.4 The organizer is responsible for the process of the meeting. This includes making sure that the ground rules are being followed, the agenda is being followed, and the participants are engaged and on-task.
4.1.5 In addition, the organizer shall confirm the minutes of the previous meeting and at the end of the meeting shall summarize the key points decided at the meeting.
4.1.6 The organizer shall assign a meeting convener in the case of urgent meetings and in the case of the team meetings or meetings with less than 5 personnel’s the organizer shall record the meeting minute.
4.1.7 When the meeting time is postponed, an announcement shall be made on the official telegram group or email at least 30 minutes in advance.
4.2 Meeting convener
4.2.1 Responsible for announcing the meeting purpose to attendees
4.2.2 Describe the details of the meeting and let the relevant department participate in the issue
4.2.3 Responsible for streaming the outcome of the meeting to meet the objective of the meeting
4.2.4 Responsible for managing and facilitating attendees to reach one common point, if there is any disagreement, the convener has the responsibility to control it.
4.2.5 Ask relevant department’s requirements and mark as meeting minutes and finally conclude the meeting
4.3 Responsibilities of meeting participants
4.3.1 Responsible for following ground rules of meeting
4.3.2 Responsible for attending the meeting on time without remind notice
4.3.3 Responsible for listening to the convener and talking when they get permission from organizer/Convener
4.3.4 Set their requirements clearly and offer for the direct responsible person/Department
4.3.5 When participants come to the meeting they should prepare and hold the required materials in advance.
4.4 Responsibilities of internal team conducting minutes with clients
4.4.1 Familiarize the client’s background, previous interactions, and current project status.
4.4.2 Maintain a professional demeanor throughout the meeting.
4.4.3 Protect sensitive client information according to agreements and policies and address client inputs respectfully.
4.4.4 Develop an agenda, presentation, or supporting documents tailored to the client’s needs.
4.4.5 Define the objectives to be achieved during the meeting (e.g., update, feedback, problem resolution).
4.4.6 Confirm meeting time, location, and technology setup (for virtual meetings).
4.4.7 Punctuality: join or start the meeting on time.
4.4.8 Communicate information clearly, avoiding jargon when possible.
4.4.9 Pay attention to client feedback, concerns, and questions, and provide solutions or options if possible.
4.4.10 Offer insights, recommendations, and professional advice relevant to the client’s needs.
4.4.11 Take accurate notes of key points, decisions, and assigned tasks.
4.4.12 Confirm understanding of agreed-upon actions or next steps before concluding the meeting.
4.4.13 Share summaries, decisions, and action items promptly with responsible internal teams within the 24hr of holding the meeting.
4.4.14 Follow through on commitments made during the meeting.
4.4.15 Use feedback to improve future meeting conduct and service delivery.
5. Work Flow #
5.1 General
5.1.1 Every Meeting shall use Standard Notice format.
5.1.2 Make ready required materials for meeting i.e., projector, paper and pen…etc.
5.1.3 Meeting organizers shall invite all relevant persons (directly responsible for the Meeting).
5.1.4 The attendee listed on the meeting notice shall attend the meeting, if he/she can’t attend shall assign a delegated person i.e., notice the recent successor on the group.
5.1.5 If all responsible persons have an urgent task the organizer should cancel or postpone the meeting and announce it to the official group in advance, i.e., before 10 min.
5.1.6 If the meeting is urgent and the responsible person is not able to attend/delegate, they need to agree with the majority decision (the meeting minute).
5.1.7 Participants shall arrive at the Meeting area 5 min in advance without reminder notice.
5.1.8 Good time management is essential for a meeting to be effective. Meetings that drag on or go round in circles run the risk of losing the necessary attention of the participants.
5.1.9 For departmental meetings the organizer is in charge of recording the meeting minutes.
5.1.10 For the Interdepartmental Meeting the convener is responsible for recording the meeting minutes and announcing the result.
5.1.11 For weekly and monthly KPI meetings the PM department is responsible for organizing.
5.1.12 When the agenda of the meeting has been completed, the convener will thank attendees for their attendance, notify of possible future meeting date and “DECLARE THE MEETİNG ADJOURNED.”
5.1.13 Briefly, fruitful and effective meetings shall include the following:
- Structured meetings
- A well-planned agenda that was circulated between the meeting participants in advance
- A dedicated organizer and convener of the designated meeting
- Well-established communication structures
- A well-equipped meeting room (audio-visual equipment etc.)
- Clear ground rules of a meeting and knowledge of meeting procedures
- An accurate and well written resolutions and minutes
5.2 Meeting minute
5.2.1 The company information includes the management system, procedure documents, and company information announcement. Here’s a list of what needs to be included in effective meeting minutes:
- Date, time and location of the meeting.
- The purpose of the meeting.
- Names of attendees and those who were unable to attend.
- Organizer and convener names
- Agenda items.
- Decisions that were made.
- Actions that need to be done. Include the deadline and who it was assigned to follow up the action plan.
5.3 Virtual (Online) Meeting
5.3.1 Seniors or managers should train the participants to be well versed with online meeting applications and the techniques of online meetings so that everything can be presented in a good manner.
5.3.2 Virtual meetings shall be prepared if it is difficult to make face to face meetings in different situations such as: –
- If a pandemic disease happens in the country.
- If the attendees are situated at remote locations (abroad country)
- If most attendees can’t participate physically for different reasons.
- If the meeting room is occupied by other meetings
- If the meeting is urgent but attendees are not at work due to different situations (Sunday, Holliday etc.)
5.3.3 The meeting organizer shall invite and notify all directly responsible persons for the meeting via google calendar invitation 1 day in advance if it is urgent and notify 3 hours before the meeting starts.
5.3.4 The meeting organizer shall host the meeting and call for all participants to join using a suitable application.
5.3.5 All participants shall prepare the required materials before the meeting starts.
5.4 Close decisions and follow up
5.4.1 The organizer shall make sure decisions are supported by the attendees, otherwise they won’t be acted on.
5.4.2 The organizer should note pending issues and schedule follow-up meetings as needed.
5.4.3 Identify actions based on decisions made and follow up actions assigned to all attendees.
5.4.4 The convener shall share meeting reports with meeting participants.
5.5 Ground rules for Meeting
5.5.1 Show up on time and come prepared, be prompt in arriving at the meeting and in returning from breaks.
5.5.2 Be prepared to contribute to achieving the meeting goals.
5.5.3 Come to the meeting with a positive attitude and listen with an open mind.
5.5.4 Stay mentally and physically present.
5.5.5 Listen attentively to others and don’t interrupt or have side conversations.
5.5.6 Treat all meeting participants with the same respect you would want from them.
5.5.7 Participate 100% by sharing ideas, asking questions, and contributing to discussions.
5.5.8 Share perspectives and experience and speak honestly.
5.5.9 In case of a problem or disagree with a proposal, try to offer a solution.
5.5.10 Let everyone participate and share time so that all can participate.
5.5.11 Be patient when listening to others speak and do not interrupt them.
5.5.12 Respect each other’s thinking and value everyone’s contributions.
5.5.13 Respect another person’s point of view even if an agreement is not made.
5.5.14 Seek first to understand, then to be understood.
5.5.15 Avoid using idioms, three letter acronyms, and phrases that can be misunderstood.
5.5.16 Speak loudly enough so that everyone can listen clearly.
5.5.17 Respect the groups ‘time and keep comments brief and to the point.
5.5.18 When a topic has been discussed fully, do not bring it back unless it is necessary to keep questions and requirements specific to the currently discussed topics.
5.5.19 Do not save all questions for the end and ask any questions at the appropriate time and avoid repeating what others have said.
5.5.20 Attack the problem, not the person so respectfully challenges the idea, not the person.
5.5.21 Honest and constructive discussions are necessary to get the best results.
5.5.22 Sitting appropriately, avoid side conversations, don’t take your phone out, avoid eating anything except for tea, coffee or water.
6. Generating records #
6.1 <<BM-PM-S-25-001-01A Meeting notice format>>
6.2 <<BM-PM-S-25-001-01B Meeting minute format>>
7. Reference documents #
7.1 <<ISO 9001:2015>>
8. Relevant documents #
8.1 << N/A>>
9. Flow chart #
9.1 << N/A>>