User:Leutha/Effective Meetings
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Contents
Organising Effective Meetings
Organising Better Meetings:
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- What are they for?
- Different sorts of meetings
- Different Meetings need different styles
- Appropriate formality
What are meetings for?
- Record keeping and accountability
- Share information
- Make decisions
- Networking
- Setting a schedule to deliver decisions
- Training
- Maintaining and developing a collective identity
Different sorts of meetings
- Committee Meetings
- Sub-Committee Meetings
- Open and Public Meetings
- AGM
- Focus Groups and consultation meetings
Different Meetings need different styles
- Formality
- Any legal requirements (constitution)
- Any monitoring requirements
- Any decisions: how will they be made
- Any elections
How formal do you need to be?
- Resources managed
- Skills and commitments of those involved
- The activities carried out by the organisation
Decision Making
- Do people understand how things are going to be done?
- Is there a quorum?
- Consensus decision making
- Simple majority/larger majority
- How will decision be implemented
| Meeting Chart
Please use this chart to assess the suitability of meeting type for function:
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| Committee Meetings | Sub-Committee Meetings | Open and Public Meetings | AGM | Focus Group | Consultation Meeting | |
| Record Keeping & Accountability | ||||||
| Sharing Information | ||||||
| Making Decision | ||||||
| Networking | ||||||
| Setting a schedule to deliver decisions | ||||||
| Training | ||||||
| Maintaining and developing a collective identity |
Tools for Effective Meetings
Tools for Effective Meetings:
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- 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
- 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
Roles and Responsibilities
Roles and Responsibilities:
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Officers of Organisation
Principal Officers
- Chair:
- Secretary:
- Treasurer:
- Other officers may be required
- For particular role within organisation
- To represent organisation externally
Role of Chair
- Public face of organisation
- Draw up agenda
- Finalise minutes
- Decide on guests attending
- Guides meeting from beginning to end
- Ensure decisions are made properly:
- Clear
- Effective
- With action plan for implementation
Effective Chairing
- Ensure people know what meeting aims to achieve (contact people before meeting)
- Give everyone a chance to contribute, but stop people waffling
- Keep meeting focussed and on topic
- Finish meeting in reasonable time
- Ensure decisions are clear and properly recorded
Role of Secretary
- Takes minutes
- Distributes information
- Keeps track of membership
Role of Treasurer
- Keeps record of finances
- Ensures finance are in compliance with agreed precedures of the organisation - including any legal requirements
- Provides reports to organisation as regards current finances and future budgets
