Effective Meetings
Meeting Minutes
- Record/decisions of meeting
- Undertakings of individuals + timeframes
- Ideally one nominated person to drive the issue
- Try to avoid the word "ongoing"
Agenda
- Business for the meeting
- An "around the table" session where each member gets the opportunity to speak
Before the Meeting
- Do your homework, thoroughly investigate the issues you wish to discuss at the meeting
- Don’t just present problems, also think about possible solutions
- Discuss issues well before the meeting with relevant workers and managers so that all members and relevant persons have had a chance to think about how to address these.
During the Meeting
- Listen to each other, do not ridicule. Do not criticize comments you do not understand, instead ask for clarification.
- One person to speak at a time
After the Meeting
- Issue draft minutes to members within agreed timeframe,
- Allow for amendments to come through within agreed timeframe
- Issue minutes to wider audience within agreed timeframe
Chairperson
The role of the Chairperson should be to help ensure that the meeting agenda is met and that all members have had a chance to have an input. To achieve this, agenda items must receive appropriate time for discussion. This may mean that certain discussions need to be continued outside of the meeting. Other functions of the Chairperson are those that are agreed on with the entire team.
General
Formally agree with all members on a meeting procedure and etiquette. Document in a procedure. This document can then become a training resource for new committee members.
