There’s always that higher-up demanding meetings about the most trivial things. Honestly, a 2-hour meeting could have been an email. However, there are instances where the team needs face-to-face to hash out important issues. That is where mandatory meetings come in. The company’s administrative team should send the mandatory meeting notice to the employees to inform them of the meeting.
A mandatory meeting notice is served to inform participants of the meeting that they should attend the meeting. It gives a clear time, location, and agenda of the meeting. It also indicates who needs to attend. The most important part is where it states the meeting is a must-attend. It is delivered to everyone concerned by mail, email, or hand delivery.
What is a mandatory meeting?
A mandatory meeting is not subject to refusal by the participants and must be attended unless the employee has a compelling circumstance.
The meeting is usually done due to emergency needs and can be held at any time. The meeting may or may not have advance notice.
Any employees or departments exempted from attendance should be included in the notice.
According to the Fair Labor Standard Act (FLSA), employees should be compensated if they are required to attend the mandatory meeting outside working hours. The FLSA also states that it is not mandatory if the meeting is held during normal working hours.
Mandatory Staff Meeting Notice
The notice of the meeting should clearly mention if the meeting is mandatory or regular. The notice should include consequences of non-attendance.
The format of the notice can vary from organization to organization.
Here are the basics that should be included in the notice.
The authority and name of the organization
A notice section should name the organization and the job title or department calling for a meeting. The notice should include the meeting’s name, title, or office calling. The document should be signed before being circulated to the employees.
Comprehensive-time details of the meeting
The time and date of the meeting are critical when the meeting will take place. Also, the date of circulation of the notice should be included. The time details should be down to the most minute detail. Time should cover the day, date, month, year, and tentative time the meeting should start.
The employees need adequate notice. Some mandatory meetings require a minimum of 7 or 14 days advance notice, although shorter notice can be requested and agreed upon.
The location of the meeting
The company can choose to hold the meeting in any location. It is usually common for companies to hold meetings in their headquarters. You should also include a meeting room link or the dial-in number for remote meetings. The notice should also indicate if the mandatory meeting will be recurrent.
The meeting participants
Include the attendees expected at the mandatory meeting. It is important to invite only the people that will actively participate for effectiveness. The meeting’s purpose may be to provide updates and announcements or get feedback that cannot be discussed through email.
The agenda and the purpose of the meeting.
The agenda of the meeting should be included in a list format. All the topics that will be discussed or voted upon should be included in the notice.
An objective is essential so that the employees can evaluate them beforehand. Also, the attendees will come prepared and do the pre-work.
The purpose of the meeting should be included in the agenda of the meeting to inform all the participants.
Some companies can attend the meeting on the telephone or by video conferencing. The phone number or login details should be included in the notice.
Any materials that need to be distributed for the meeting should be included in the notice.
How do I get out of a mandatory meeting?
Include the ways of getting out of the mandatory meetings without losing employment or sounding rude.
Employees can be unavailable because they are on vacation or on a trip for work.
The employer determines the type of action to take if you do not attend a mandatory meeting.
If you cannot attend the meeting because of unforeseen circumstances, you should let the employer know as soon as possible.
An employee can opt not to attend a mandatory meeting even if there are consequences to non-attendance, such as discharge, discipline, or demotion.
The employer can, however, mandate the employee to attend the meeting if it’s scheduled during working hours, requires the performance of your job duties, or is related to your performance and job.
Also, if the meeting is intended to enhance the employee’s ability to perform his or her duties in his job and the time spent at the meeting is compensational.
Can I be fired for not attending a mandatory meeting?
Firing or disciplining the employees who miss a mandatory meeting is allowed if there is a clause. Not attending a meeting can be viewed as a negative attitude or insubordination to your seniors.
The employer determines the disciplinary action to take.
Depending on your reasons for absence, the laws may protect you from termination due to reasons such as;
- If the meeting interferes with your religious activities.
- If attending the meeting will expose you to ongoing harassment
- Attending the meeting will expose you to allergic food served at the meeting.
The employer will investigate the reason for the absence and make a decision.
You have the right to seek legal action if you think you were unfairly fired.
Employment Law Handbook; Fair Labor Standard Act.