I attend many meetings, normally organised by NGOs (both international and Rwandan) in a venue somewhere in town. The highlight is frequently the buffet lunch, which in a good meeting venue, can compensate for a day’s worth of frustration. V
I attend many meetings, often short and sweet in the office where I’m working. A well-run meeting makes me feel very satisfied, a job well done. I remember with fondness meetings with a platter of sandwiches from Pret. Yum.
The meeting starts approximately two hours late. If there is a VIP guest, it cannot start until that person has arrived. Everyone else just sits around waiting.
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The meeting never starts more than ten minutes late. Participants arriving five minutes late mumble an apology with an embarrassed grin and quickly sit down to concentrate. There is no VIP guest.
The meeting begins with speeches by the various VIPs (normally the head of any organisation present and potentially a government minister). In the speeches everyone is thanked, including Rwanda’s President ‘for creating such a stable country which is developing so quickly’.
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There are no formalities and the chairperson may even say something like ‘I think we can dispense with the formalities and get straight to business’. One or two participants add comments about just how busy they are and therefore anxious to finish the meeting asap.
It is perfectly normal behaviour to take phone calls, send SMS messages, talk to your neighbour or sit and do other work throughout the meeting. This includes the VIPs – I have actually watched a VIP interrupt his speech in front of 50 people to take a phone call and then type an SMS while he continued talking. Someone feeling slightly embarrassed to take a phone call will fix their hand firmly over their mouth (rather as you might do if it was very windy) and talk whilst leaning down as if to get under the table. It makes no difference whatsoever to the disruption caused and just looks very silly.
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Phones in meetings are a source of embarrassment. A nice chairperson might remind everyone to turn off their phones at the start. Anyone who forgets and is subsequently disturbed by a phone call looks mortified and rummages around in their bag trying to reject the call as quickly as possible.
The meeting room is set up with a head table rather like a British wedding reception. This has always been draped in blue and white fabric decorated with a hideous fake flower arrangement from China. Invariably there are microphones, even in a tiny room. This table is for the VIPs. Participants are arranged in rows facing the VIPs
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The meeting room is arranged, where possible, so that everyone can see everyone else face to face. If necessary, time will be taken to re-arrange furniture so that this cosy, personal set up is complete.
The meeting has an MC as opposed to a chairperson. This person’s job is not only to introduce speakers but also then to summarise each speech made. It is incredibly time consuming, not to mention tedious.
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The meeting always has a chairperson with an agenda. The chairperson’s accepted job is to keep contributions to a minimum and move things on. Most people manage the role fairly well.
Throughout the meeting all sorts of other things are going on in the room. There seems to be little expectation that participants are there to actually listen. Several people, loosely associated to the organiser will be fiddling with the dodgy sound system, getting up to take photos (including standing right in front of the speaker), coming in and out of the room to take phone calls or just generally faffing around and muttering to each other in the back etc… Much of this I perceive as incredibly rude and distracting, but clearly Rwandans don’t see it this way at all.
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Meeting attendees get very irritated if there is anything else going on the room and much time will be spent ensuring the noise from the road, corridor or air conditioning isn’t too intrusive. All attendees remain seated and concentrate, or at least pretend to concentrate, on the discussion. A confident chairperson or participant will sometimes point out behaviour which he or she considers rude and there’ll be apologies all round.
The meeting concludes with another round of speeches (often the VIP will have left the meeting after his or her morning speech and will return to make his or her closing speech). Participants then crowd around the organiser to collect their per diem and transport money. This often involves a fierce debate about how little is being provided.
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The meeting concludes with a quick review of who has agreed to do what and setting the time for the next meeting. Participants stand and immediately start all sorts of other work-related discussions ‘ooh, could I just have a quick word with you while we’re both here…’.