Planning the Meeting
- Whenever possible do not meet!
– Meetings are time consuming, so decide whether a meeting is the best way to handle the issues/topics? - Define the purpose of the meeting
– Write down a clear goal and desired outcomes
– Decide who should attend based on the desired outcomes - Keep meetings short
– Do not allow meetings to overrun
– If there is unfinished business, schedule for another time - Always issue a meeting notification
– Give attendees sufficient notice to enable them to prepare any relevant material
– State the place and time for meeting
– State the duration of the meeting
– Confirm attendees acceptance - Always distribute an agenda to attendees before the meeting takes place
Include:
– Meeting objectives
– List of discussion topics
– Place highest priority items first on agenda
– Provide attendees with any required background information - Make sure that speakers are prepared for the meeting
– Unprepared speakers will contribute little - A meeting should have an owner or chairperson
– The chairperson should open the meeting by describing the meeting objectives and expected outcome of the meeting
– The chairperson should ensure speakers adhere to the agenda and time allocated - Make sure that speakers are prepared for the meeting
– Unprepared speakers will contribute little - Make sure the facilities are prepared for the meeting
– Arrange any audio-visual equipment or materials in advance. Arrive early to set up and make sure everything is ready to use
Running the Meeting
- Start the meeting on time
– Do not wait for latecomers - Start the meeting by reviewing the meeting agenda and objectives
– Begin by introducing anyone who is not known to the other attendees - Appoint someone reliable to take minutes
– Ensure that the minutes are accurate
– If it is not recorded it probably will not happen - Stick to the agenda
– Maintain focus, keep the discussion on track
– Summarise conclusions or decisions as each agenda item is completed
– Non-agenda issues/topics should be noted and discussed in the last 5 minutes of the meeting, and if unresolved, tabled for another meeting. - Assign action items
– Identify and assign any action items to specific people with completion dates - Explicitly close the meeting
– Before closing the meeting determine if the objectives were met
– Request comment from all attendees, and enter into the minutes
– Chairperson should provide a concise summary of the meeting’s outcome
– Issues/topics requiring further discussion should be noted - End the meeting on time
– Often people will have other scheduled work to go to - Minutes should be published and made available to all attendees
Meeting Follow up
- Communicate the meeting’s decisions to those who are affected by them
- Make sure copies of the minutes are distributed
- Remind people what they agreed to do