Supporting Meetings

Preparation for Meetings

Prior to the meeting, identify the purpose of the meeting: what needs to be achieved by the end of the discussion?
Create an agenda outlining items to be discussed, in order of priority.
Allocate time for each agenda item, allowing time for unplanned discussions as well.
Note who should attend the meeting and send invitations with advanced notice, so attendees can make necessary arrangements.
Make sure the venue is appropriate for the meeting’s purposes, and that attendees have the necessary resources and tools.

During Meetings

Welcome attendees and start the meeting on time.
Guide the meeting according to the agenda, but be flexible to adjust as required.
Encourage open, respectful and effective communication, ensuring all points of view are heard.
Take notes or minutes, detailing decisions made, points of action and any outstanding items to discuss in future meetings.

After Meetings

After the meeting, circulate the minutes among attendees and any other relevant parties.
Allocate and communicate the tasks that need to be done following the meeting.
Track progress on action items and ensure they are carried out in a timely manner.

Collaborative Tools for Meetings

Use shared calendars to schedule meetings and send notifications.
Use collaborative platforms like Microsoft Teams or Google Workspace for virtual meetings or real-time document collaboration.
Incorporate project management tools like Trello or Asana to assign tasks and track progress.

Catering for Different Types of Meetings

Whether virtual or face-to-face, the support required for meetings can vary based on its type.
Formal meetings may require structured documentation and possibly a formal location, whereas informal meetings may work best in a more relaxed setting.
Brainstorming meetings could benefit from the use of whiteboards or digital equivalents for idea collaboration.
Update meetings may largely rely on project management tools to present progress so far.
For training meetings, ensure necessary equipment and resources are available for the training process.