One Step Ahead: Organizing and Participating in Meetings
What Makes a Successful Meeting?
One in which all participants know what the meeting is about, who will be there, where to go, and what to discuss.
Organizing a new meeting: key action points
· Draw up the aims of the meeting. Ask yourself: Why is the meeting
being held?
· Who are the most appropriate people to be there?
· Contact potential participants and explain the purpose of the
meeting to them.
· Agree a convenient date for the meeting.
· Find and book the venue.
· Draft the agenda and any accompanying papers: circulate these
to participants at least one week in advance.
· Arrive at an external venue an hour in advance of the meeting and set
up the room, plus any equipment that will be needed.
· After the meeting, write up the minutes and circulate to the
participants.
· Carry out the decisions made by the meeting.
· Arrange the next meeting.
Meetings
Who should be there?
If you are setting up a meeting for the first time, you need to think about the
range of skills and experience you need in your meeting to achieve your broad
aims.
Preparing an agenda
An agenda for a meeting is a list of individual items what ensures that the
meeting achieves its broad aims.
Common agenda items
· Apologies for absence
· Minutes of the last meeting
· Actions since last meeting or Matters Arising
· Specific Items e.g. Finance/Accounts/Budgets, Appointments, Special Reports
· Date of Next Meeting
· Any Other Business (AOB)
Chairing a meeting
The Chair has a crucial role in determining how successful a meeting is. A
good chair:
· ensures a meeting keeps to its purpose
· follows the agenda
· runs to time
· encourages constructive debate
· makes sure that everyone who takes part feels valued
Who's who in meetings
Participants in meetings have a variety of titles. These titles may be just
'courtesy' titles and have no implication other than denoting seniority, but
some names have definite responsibilities and legal meanings.
Note that, with the exception of Chair, not every meeting has or needs each
of the following participants:
· Chair
· Vice Chair
· Company Secretary
· Committee Secretary
· Minutes Secretary
· President
· Treasurer
Ordinary participants at meetings may be known by a variety of terms, for example:
· members
· delegates
· directors
· shareholders
· governors
· committee members
· attendees
· observers
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