In the first instalment of our series on hosting effective meetings we examined the reason and rationale for holding a meeting in the first place. It takes a lot more thought and care than many believe, which is perhaps the reason that so many meetings are perceived as a waste of time!

Okay, so once it has been decided that a meeting is required, it’s time for the next stage.

Note: for those who really want to get into the nitty-gritty of the dos-and-don’ts when conducting a meeting, much of what we’re advising is based on the classic how-to, Robert’s Rules of Order, originally published in 1915.

 

 

Part 2 – Setting the Agenda

Key point: Provide an opportunity for everyone to have their say.

Now that you have established the reason for your meeting, it’s time to start developing an agenda.

There are two key players at this time: The Chair – who will hold the meeting and manage the discussions, and The Secretariat – who coordinates the meeting and liaises with attendees on behalf of The Chair.

 

 

The Secretariat will be likely be chasing updates on action items from the previous meetings, as well assigning time during the meeting for attendees to update the group on their respective activities.

The Secretariat will also liaise with The Chair for a list of items to be discussed to ensure the project or process remains on track.

Once this has been compiled (preferably one week prior to the meeting), The Secretariat will circulate the draft agenda. It is crucial that the agenda is based on achievable activities within the allocated time.

 

 

This is the opportunity for attendees to put forward items to be to discussed at the meeting. Working through this process ensures that all attendees are fully informed as to what is expected at the meeting, and gives all participants the opportunity to shape the discussion.

The Agenda should indicate those who are responsible for leading each of the items set down for discussion.  This is a simple example, but shows the basics for an effective agenda:

 

_________________________________________________________________________________

 

AGENDA

[Insert Name of Club/Association] MEETING

Time, Date & Venue

 

• Welcome
• Apologies
• Confirmation of Minutes of previous Meeting
• Matters arising from the Minutes
• Inward and Outward Correspondence 
• Reports
  • President
  • Financial
  • Committee Reports in order of need for discussion
• Special Projects
• General Business
• Closure and date of next meeting

 

_________________________________________________________________________________

 

 

In the days before the meeting The Secretariat should circulate a final draft of the agenda. Importantly, the document remains in draft mode until the meeting is convened. Up until this point, the items for discussion remain at the discretion of The Chair.

Bonus: This process means there are no surprises (and no excuses!) for anyone who is part of the meeting.

Now, go and buy your favourite brand of biscuits, load up on Minties and get ready for everyone to come to the table.

Next: Part 3 – The Meeting