Effective Meetings/Tools for Effective Meetings

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Tools for Effective Meetings

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

Suitable meeting space
Preparing the Meeting Space
Preparing paperwork and presentations
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


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


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.

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Meeting Schedule

To draft schedule for the next year for an organisation

  1. Decide what sort of meetings are needed and when
  2. Research suitable venues for meetings bearing in mind specific needs of meeting
  3. Draw up draft schedule
  4. Present draft for ammendment/ratification at next relevant meeting

These buttons take you to the previous and next parts of this course

Developed by Leutha, September 2008