Effective Meetings/Tools for Effective Meetings

Tools for Effective Meetings

Objectives

Tools for Effective Meetings: Understand how to assess a suitable meeting place Understand how to prepare for an effective meeting Understand the role of an Agenda

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:

1. Capacity of room
2. Ancillary needs e.g. creche, catering facilities
3. Equipment needs whether provided by venue or organised from elsewhere
4. 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.

Activity

Meeting Schedule To draft schedule for the next year for an organisation Decide what sort of meetings are needed and when Research suitable venues for meetings bearing in mind specific needs of meeting Draw up draft schedule Present draft for ammendment/ratification at next relevant meeting

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Developed by Leutha, September 2008