M3.33 Effective Meetings for Managers
M3.33 – EFFECTIVE MEETINGS FOR MANAGERS
THE PURPOSE OF AN AGENDA
An agenda is usually prepared by the chair person or secretary and / or is derived from minutes from a previous meeting. The agenda is there to highlight the purpose of the meeting and to ensure the roles and responsibilities of the attendees is clearly communicated, to enable control and effectiveness of the proceedings. An agenda should include the structure of the proposed meeting which will enable attendees to appropriately prepare and prioritise the required information. The agenda should also be distributed in adequate advance of the meeting to allow for this.
HOW TO PREPARE PRIOR TO A MEETING
Preparation of a meeting should include the following: An invite to a meeting would normally be produced including the date, time location, duration of meeting and proposed agenda The topic and structure of the meeting would be reviewed by attendees and proposed additions to the agenda may be considered. Where required, (and if the agenda is derived from) previous minutes should be provided to all attendees All attendees should be confirmed at arrival Each attendee of the meeting should be prepared with their own objectives in conjunction with the agenda prior to the meeting. The objectives should include a personal goal with suggestions to reach the desired outcome to the meeting. Presentation of information i.e. slides or handouts should be included in the individual’s preparation. Basic housekeeping (i.e. room, facilities, etc) should be the responsibility of the facilitator or secretary.
THE ROLE AND RESPONSIBILITIES OF THE CHAIRPERSON, SECRETARY AND INDIVIDUALS
Chairperson: Take control of the meeting and the attendees Ensure the agenda is adhered to by all participants Address and subside conflict to avoid chaos Encourage participation and interaction To ensure a consensus Secretary: General facilitation of the meeting (coffee and