Organizing meetings basically involves three steps:
• Preparing Notice-to inform the participants about the title,purpose,date, time,venue etc purpose of the meeting. • Enlisting Agenda-to inform and guide the participants about what issues are going to be brought under discussion in the meeting • Writing Minutes – to note down all the important discussion points, descions, and conclusions drawn in the meeting. Preparing Notice:
The first and foremost task in organizing meetings is to prepare a notice for informing the participants about the details.i.e. Title, purpose, date, time, venue etc purpose of the meeting. Notice
“To discuss the Issue of Computer Labs Head of computer science department has called a meeting on Friday 15 June, 2012 in university Auditorium at 10.00 am. All faculty is informed to attend the meeting”
Creating a Meeting Agenda:
Meetings set aside time to brainstorm ideas, relay important information, solve problems and plan projects. A meeting must be well-planned to make this time productive. An agenda provides an outline of the intent of the meeting and the items that need to be discussed. A meeting agenda can be distributed ahead of time to allow attendees to prepare questions and input. An effective agenda can be designed in a few simple steps
The meeting agenda is a roadmap for the meeting. It lets participants know where they're headed so they don't get off track. Most importantly, the meeting agenda gives a sense of purpose and direction to the meeting. When attempting to hold a productive meeting, the most important thing you can do is to create an agenda. This should be sent to all attendees well in advance to give everyone time to examine the topics and prepare what they need to say. Agendas highlight the purpose of the meeting and the decisions that need to be made. Without an agenda meetings lack focus and decisions will not be made since attendees will go off on tangents and fail to understand what needs to be achieved. I should be clear at this point that there is nothing wrong with a brainstorming session where an agenda would not be required, but for more formal meetings with specific questions, problems and issues that need attention and solution, an agenda should always be given.
When setting the items of the agenda it is best to formally request content from the attendees. This will give people a chance to add anything they feel is important. You must give people time to reply so do this step as early as possible. A simple email will suffice. It is worth writing the agenda first and sending this out with the request since it will give people a better idea of the subject matter and appropriateness of their meeting topics. Of course there will be an 'any other business' section at the end of the meeting, but as many topics as possible should be set in the agenda so that a timescale can be more accurately estimated. If there are fourteen topics at the end of a meeting that only lasts for an hour because you didn't know about them in advance, then this is likely to be rushed and not explored fully or the meeting will overrun.
Every meeting agenda should contain a certain amount of general information in the heading section. This needs to be information on the meeting parameters rather than its content. For example note the date, the start time, the end time and the location. If this is sent in advance then it will be clear to everyone when and where the meeting will be held. It is a good idea to set any specific aims in this section. Say for example you are holding the meeting to decide upon the strategy needed for an office move. This should be noted at the top so all parties are aware of the topic. This should stop people trying to sneak inappropriate agenda items on such as the new CRM system requirements.
It is usual to have a section for attendees so that everyone knows who will be coming. This will also allow them...