Organising Meetings

Organising Meetings

Types of Meetings

• Informal Meetings: Unofficial gatherings that allow for free discussion and brainstorming. They rarely follow a set structure or agenda.
• Formal Meetings: Official gatherings that follow a set agenda. Useful for making significant decisions or disseminating important information.

Preparing for Meetings

• Setting an Agenda: This should clearly outline the topics for discussion in the meeting. It helps to guide the conversation and keep everything on track.
• Choosing Participants: Identify who needs to be at the meeting, ensure they receive an invitation and know the time, date and location.
• Booking a Venue: Choose a suitable space for the meeting, considering factors such as accessibility, available technology, and capacity.

Conducting Meetings

• Starting on Time: Aim to begin promptly in line with the agreed schedule. This demonstrates respect for attendees’ time and aids efficiency.
• Ensuring Participation: Engage all attendees throughout and avoid monopolisation of discussion.
• Note Taking: Effective minutes are crucial for documenting decisions and action points.

After the Meeting

• Distributing Minutes: Share meeting outcomes promptly with all participants to aid clarity and action.
• Action Points: Identify tasks that have been assigned and ensure these are acted upon in a timely and effective manner.
• Review: Reflect on the meeting effectiveness in terms of goals achieved and attendee participation as a means to continuously improve meeting management.

Role and Importance of Meetings

• Communication: Meetings provide an opportunity for open, direct communication between members of an organisation.
• Decision-Making: Crucial decisions are often made during meetings, with collective input generating well-rounded decisions.
• Team-building: Regular meetings can enhance team camaraderie and foster a better working environment.