Part 1 What is a Committee?
1.1 The rules of procedure
- to promote the smooth running of a committee
- to ensure that consistency and fair play are maintained
- to enable both sides in an argument to state their case
- to help to minimize the effect of bullying tactics
- to ensure a proper record of all proceedings is kept
- a formal meeting should be convened in accordance with any regulations laid down in the Articles of Association
- the organization must have a quorum
- if the quorum is not achieved, the Chair has 2 options:
- to make the meeting a discussion group, where no decisions can be made
- to postpone the meeting
- each item of the meeting needs a proposal and a seconder
- a point of order is an objection about a perceived irregularity in the convening, constitution or conduct of the meeting
- members are protected from attempts to manipulate procedures
1.2 The Size and Success of a Committee
The size of committee is important to help to foster efficiency.
- Too large a committee- Not have enough time for individuals time to point their views
- Too few in the committee- Lack of breadth of expertise, decisions may be made with insufficient deliberation
To be successful a committee should:
- Be representative of all interests
- Have a chairperson
- Chose suitable subjects for action and make precise proposals by agenda
- Circulate reports prior to the meeting
- Have clear cut terms of reference
- Have the necessary skills and experience
- Be worth the cost of its operation
Part 2 The purposes of Committees in an Organisation
- Decision-making
- Relaying decisions and instructions
- Brainstorming
- Participate problem solving
- Provide advice and information
- Consultation
Part 3 Types of Committees Used in the Organisation
- Audit committees- Review the company’s accounting policies and internal control, annual financial statements and the audit report with the company’s external auditors.
- Executive committees- Have to power to government or administer
- Standing committees- Formed for a particular purpose on a permanent basis
- Ad hoc committees- Formed to complete a particular task
- Sub-committees- Appointed by committees to relieve the parent committee of some of its routine work
- Joint committees- Formed to co-ordinate the activities of two or more committees
- Management committees- Contain executive at a no. of levels
Part 4 Examples of Committees
Board of Director
The board of directors are a group of people legally charged with the responsibility to govern a company
- Lay down the strategy, general policy and broad sectional policies
- Ensure legal standards are met. It is also important that they are in accordance with the Articles of Association
- Sanction capital expenditure and the method of disposal of profits
- Ensure a stable and smooth cash flow to maintain the efficient running of the business
Steering Committee
Steering committees are set up to oversee major projects within the organisation. The role of a steering committee is to:
- Ensure that the activities, especially IT projects are in line with the strategic plans of the organisation
- Ensure the efficient and effective allocation of scarce resources
- Co-ordinate requirements in any organisational restructuring
- Create the terms of reference for the project teams
- Monitor and gauge the progress of the various projects
Works Safety Committee
The works safety committee is an advisory committee which meets to discuss about unsafe working conditions in an organisation
- If it is found that there are some unsafe working conditions present, the organisation may be liable to compensate the victims.
The works safety committee works closely with the following parties:
- Human resource manager
- Safety officer
- Department representative
- Union representative
- Works manager
The Accounting Standards Board
The accounting standards board was set up to promote consistency in corporate reporting by creating financial reporting standards which they hope will be strictly adhered to.
Ethics Committees
Ethics committees were set up to oversee working practises and procedures in an organisation with respect to:
- Conflicts in interest
- Confidential information
- Complains of customers
- Transactions involving related parties of the company
Part 5 The Advantages and Disadvantages of Committees
Advantages
1. Responsibilities are shared/Blurring Responsibilities. When a committee makes a decision, no individual will be held responsible for the consequences of the decision.
2. Ability to undertake a larger volume of work
3. Consolidation of power and authority. The pooled authority of a committee may enable a decision to be made for which an individual's authority would not be sufficient. Eg: of a plural executive include Board of Directors or the Cabinet ofGovernment
4. Decisions are based on a group's assessment of facts and ideas
5. Pools talent, judgement and allows specialisation
6. Delegation of power and authority. Eg: to subcommittee
7. Delay. A committee is used to gain time. Eg: a manager may set up a committee to investigate a problem when he/she wants to delay his decision, or a company may refer a labour relations problem to a committee to defer a crisis with a trade union.
8. Improves coordination
Disadvantages
1. Slower decision making. Delays may occur if matters of a routine nature are entrusted to committees, committees must not be given responsibilities which they would carry out inefficiently.
2. They are apt to be too large for constructive action, since the time taken by a committee to resolve a problem tends to be in direct proportion to its size.
3. Committees are time-consuming and expensive. In addition to the cost of highly paid executives time, secretarial costs will be incurred.
4. Decisions may represent compromise solutions rather than optimum solutions. This is because there is no individual responsibilities for decisions.
5. Managers may abdicate(fail) their personal responsibility for decision making. Members may avoid responsibility for poor results arising from decisions taken in committee. Weak mangement can hide behind committee decisions.
6. Some 'experienced' committee members may dominate.
7. Operations may be jeopardized by the frequent attendance of executives at meetings, and by distracting them from their real duties.
8. Incorrect or ineffective decisions may be made, if members are unfamiliar with the issues. Occasionally, there may be a total failure to reach any decision at all.
*Some of the disadvantages of committees can be overcome by applying the following guidelines for more effective communication
1. Authority. The committee's authority should be spelled out so that members is clear about their responsibilities
2. Size. A committee should be large enough to promote deliberation and include the breadth of expertise required for the job but not so large as to waste time or foster indecision.
3. Membership. The members of the committee must be selected carefully.
4. Subject Matter. Committee work should be limited to subject matter that can be handled in group discussion.
5. Minutes. Circulating minutes and checking conclusions are important for effective communication in committees as some times there will be individuals who leave the meeting with varying interpretations as to what was agreed.
6. Cost effectiveness. Committee can only be justified if the costs are off-set by tangible and intangible benefits.
Part 6 The Roles of the Chair and secretary of a committee
6.1 The Chair
-Keep the meeting schedule and to the agenda : Ensure issues relevant to the purpose discussed
-Maintaining order : Only one person at a time should speak
-Ensuring correct procedure is observed in convening and constituting the meeting
-Ensuring impartiality and giving all parties a reasonable chance to express their views
-Ascertaining "the sense of the meeting" by summing up ,putting the issue to the vote and declaring the results
-Depending on the level of formality of the meeting : Checking and signing the minutes
Skills and knowledge that the effective chairperson must have include:
-Ability to be decisive
-Ability to silence people in a firm and friendly manner
-Skill in communicating rulings clearly but tactfully
-The skills of summarising
-An awareness of non verbal behaviour
-Sound knowledge of the relevant regulations
6.2 The Secretary
Responsibility of Secretary to the commitee meeting
Before the meeting:
-Fixing the date and time of meeting
-Booking the venue
-Preparing and issuing the agenda and other relevant documents
During the meeting:
-Assisting the chairperson making notes
-Advising the chairperson on points of procedure
After the meeting:
-Prepare minutes
-Acting on and communicating decisions
-Dealing with correspondence
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