Meetings are essential for decision-making, information sharing, and collaboration in organizations, particularly in Ghana’s banking sector where they ensure compliance documentation under BoG’s Corporate Governance Directive 2018. They record discussions for accountability, as in board meetings post-DDEP. Below, I explain the organization and management process step-by-step, with practical examples from banks like Ecobank Ghana.

Organizing Meetings (12 Marks):

1. Determine Purpose and Objectives (2 Marks): Identify the need, e.g., strategic planning or compliance review. For BoG reporting, objectives must align with directives.
2. Select Participants (2 Marks): Invite relevant stakeholders based on expertise. In GCB Bank, include department heads for risk management meetings.
3. Set Agenda (2 Marks): Outline topics, time allocations, and priorities. Distribute in advance; Stanbic Bank uses agendas for cybersecurity discussions per 2020 directive.
4. Choose Time, Venue, and Format (2 Marks): Schedule conveniently; hybrid formats post-COVID suit digital banking trends.
5. Prepare Materials (2 Marks): Gather documents like reports or data. Access Bank prepares financials for recapitalization meetings under BoG Notice 2023/05.
6. Send Invitations and Reminders (2 Marks): Use emails or calendars for confirmations.

Managing Meetings (13 Marks):

1. Start on Time and Facilitate (3 Marks): Chairperson opens, reviews agenda, and enforces time limits to maintain focus.
2. Encourage Participation (2 Marks): Foster open dialogue, managing conflicts via consensus-building, key in human relations.
3. Record Minutes (3 Marks): Appoint a secretary to note decisions, actions, and responsibilities for future reference, ensuring BoG audit trails.
4. Handle Deviations (2 Marks): Redirect off-topic discussions; use parking lots for unrelated issues.
5. Conclude Effectively (2 Marks): Summarize outcomes, assign action items, and schedule follow-ups.
6. Follow-Up (1 Mark): Distribute minutes and monitor progress, enhancing accountability in banking operations