14: Commettees in the business organisation (Part 2)

1 What is a committee?
-a group of people to which some matter is committed
a) Ad hoc committees- temporary and are created for specific purpose for a short-term
b) Formal committees- part of organisationalstructure with specific delegated duties and authority

Committees:
-Permenant
-Authority
-provide a well tried way of resolving difficult decisions because all are involved in decision making process

Features
- Rules of procedure
- Chairperson and secretary
- Committee papers and reports to help committee make well-informed decisions or proposals
- Notice-announcement of the meeting prepared and circulated in advance
- Agenda-setting out what is to be discussed and in what order
- The minutes of the meeting which are the official record of what has taken place

Rigid procedure
- Speaking
- Voting rights
- Proposing the motion and meetings
- Rights of attendance
- The construction of the agenda
- Adding emergency items to the agenda
- Quorum

1.1 The rules of procedure
- To promote the smooth running of a committee
- To ensure that consistancy and fair play are maintained
- To enable both sides in an argument to state their case
- To help to minimise the effect of bullyinh tactics
- To ensure a proper record of all the proceedings is kept

1.2 The size and success of a committee
- too large: not giving individual time to give their view but if everybody speaks waste of time
- too few: lack of breadth of expertise and insufficient deliberation

successful committee should
- representative of all interests
- have a chairperson with qualities of leadership
- suitable subjects for actions and make precise proposals
- circulate reports
- clear cut terms of reference
- necessary skills and experience
- worth the cost of its operation

2. The purposes of committees in an organisation
Task
- decision making
- relaying decisions and instructions
- brainstorming- free exchange to generate new ideas and approaches
- participative problem-solving
- providing advice and information
- consultation

purpose of committee
- gather information
- disseminate information
- generate ideas
- coordinate people
- delaying mechanism
- oversee a dunction or procedure

6 The role of the chair and secretary of a committee
6.1 The Chair
Responsibilities
· Keeping the meeting to a schedule and to the agenda.
· Maintaining order
· Ensuring correct procedure is observed in convening and constituting the meeting , and during the meeting
· Ensuring impartiality and giving all parties a reasonable opportunity to express their views.
· Putting the issue to the vote and declaring the result.
· Depending on the level of formality of the meeting.
Chairperson must have :
· Ability to be decisive
· The ability to silence people in a firm and friendly manner
· Skill in communicating rulings clearly but tactfully.
· The skill of summarizing.
· An awareness of non-verbal behavior
· Sound knowledge of the relevant regulations
6.2 The Secretary
Responsibility of secretary to the committee meeting
· Before meeting
-fixing the date and time of meeting
-booking the venue
-preparing and issuing the agenda and other relevant document
· During meeting
-assisting the chairperson
-making notes
-advising the chairperson on points of procedure
· After meeting
-preparing the minutes
-acting on and communicating decisions
-dealing with correspondence