Effective Meetings/Tools for Effective Meetings

Tools for Effective Meetings



 * Suitable meeting space
 * Preparing the Meeting Space
 * Preparing paperwork and presentations
 * Agendas
 * Other paperwork/presentations
 * Distribution list
 * Ballot papers
 * Code of Conduct

Suitable Meeting Space

 * Assess any travel arrangements or special needs of participants
 * Find suitable time and area for meeting
 * Assess needs of meeting:
 * Capacity of room
 * Ancillary needs e.g. creche, catering facilities


 * Equipment needs whether provided by venue or organised from elsewhere
 * Disability Access
 * Assess possible venues for meeting
 * Book space so that people can arrive early and are not chased out to quickly

Preparing the Meeting Space

 * Arrive early
 * Check any equipment works
 * Provide refreshments before meeting
 * Encourage attendees to arrive early
 * Meet and greet guests and newcomers
 * Start on time

Preparing paperwork and presentations

 * Chair to draw up agenda
 * Secretary to draft minutes for chairs approval
 * Circulate paperwork in advance to distribution list
 * Participants should be invited to raise concerns with chair before meeting
 * The more work is done before meeting, the shorter and more effective the meeting will be

Agenda

 * Welcome and Introductions
 * Guest presentation
 * Minutes of previous meeting
 * Matters arising
 * First Issue
 * Second Issue
 * Third Issue
 * Any Other Business
 * Next Meeting

Activity
By drawing up the schedule for the year, it is easier for people to make sure they are available. Remember it is usually easier to find an alternative nearby location than to find an alternative time, particularly if people are busy.



Developed by Leutha, September 2008