Posts Tagged ‘audit meeting’

How to Organise Meeting Effectively and Efficiently

November 8, 2009

As a Chief Internal Auditor (CIA), I have learnt a good lesson on how to organise meeting effectively and efficiently.

As CIA, I will propose and email to Audit and Examination (AEC) Chairman a list of papers to be tabled in the next AEC meetings. Normally, he will agree with CIA proposal since it is part of the audit plan for the year which was approved by AEC.

Then, CIA will write the agenda and arranging the papers according to its importance. Important papers will discuss first.

When the papers are ready to be circulated to AEC members, I will meet AEC chairman to discuss about the paper. First, we discuss the minutes from the previous and then the papers as in the agenda. CIA will brief all the papers and give clarification to the chairman, if he wanted.

AEC chairman will decide when the meeting should be finished. Normally, he wants the meeting should be end in not more than three hours. Based on the time given, we set the amount of time to be allocated for each paper. The AEC chairman will decide the time allocated, say 15 minutes for paper A and 20 minutes for paper B.

We circulate papers to AEC members at least three days before the meeting. This rule is stated in the AEC Term of Refernce (TOR). It is the duty for each AEC members to read all the papers and matters arising before the meeting. The main objective of the meeting is to make decision and get clarification on any matters in the papers.

When the meeting comes, the chairman will give his welcome speech,  get comfirmation on minutes in the last meeting, discuss on the matters arising and discuss all papers according to the agenda. If we invite external parties to present a paper, AEC will call them first.

As a rule, it is the responsibility of CIA to prepare one page summary for each papers presented to AEC. CIA or the presenter is given three minutes to present his paper to AEC. This three minutes presentation is to give “first impression” to the AEC about the subject matter of the paper.

After AEC members get first impression, normally AEC will ask questions and get more information from the presenter or CIA.  Then AEC will make a decision on the paper.

One the challenge to CIA is to prepare minutes as soon as possible after the meeting is over. All minutes are tabled to the Board meeting. Besides minutes, CIA will prepare a summary of the minutes. The summary is in the form of columns. Column one is matters, column is for the decisions that have made during the meeting and column three is the person responsible for each decision. The summary is also circulated to all the head of departments for early actions. So, it is not necessary for the heads to wait for official minutes from the AEC secretary (we use external party to be a secretary).