Managing Meetings

Communities whose members are committed to life long learning will maintain a vitality and resilience that will serve them in times of crisis or change.

Some of the skills that will help community members manage the not-for-profit organisations or events that contribute to this vitality and resilience are:

• managing meetings and workshops
• conducting forums
• facilitating groups
• providing training opportunities
   

Managing meetings and workshops
We need meetings to get things done. Everybody who has ever been to a meeting will appreciate how important it is that they are well run and don’t waste time. This means planning ahead and sticking to an agenda and a timeframe.

The following is a simple checklist to assist you when preparing for a meeting or workshop.

Preparation:

• Why are you having a meeting/workshop?
• What is the desired outcome?
• How many meetings/workshops will need to be held to reach an outcome?
• Who are the key stakeholders who will be required to attend?
• Do you need to do a Stakeholder Analysis, or has this been done already?
• Where is the meeting to be held? Will participants require a map? Is the space near public transport?
• Have you engaged participants in the meeting planning process?
• How will you inform participants of the meeting? Is a written invitation necessary?
• Will you circulate a draft agenda and formalise it with the group at the beginning of the meeting?
• Will you provide refreshments, childcare and interpreters?
• Are you creating a “welcoming” environment for all participants?
• Have you considered the unique needs of diverse groups and/or individuals?
• What equipment is necessary to ensure a smooth running event? (Flipchart, butchers paper, writing materials, data projector for power point presentation, marker pens, tape, tape recorders, video or VCR are examples of equipment that may be essential).
• How will you set up the room?  Informally around a table is usually preferred, so that everyone can see each other.  Try and face the meeting away from the door, to avoid distractions.

Pro forma for a meeting agenda
The agenda reflects the way you intend to structure the meeting. A common order of agenda items is as follows:

What's on the Agenda?

• Chair notes the time and opens the meeting if a quorum is present
• Secretary or note taker records the names of those present and the apologies that have been received
• There may be some negotiation about items to be added to the agenda at this stage
• The Minutes of the previous meeting are read. Moved, seconded, accepted.
• Any Business Arising is discussed.
• Correspondence inwards and outwards is presented.
• Treasurer’s Report. Moved, seconded, accepted.
• Other Reports from sub-committees, project coordinators.
• The meeting is then open for General Business.
• Decisions may be made by moving a Motion which will be seconded, accepted.
• Confirm who has Action to take before next meeting.
• Time of next meeting and items for agenda are decided.
• Closing time of meeting noted.
   

Other considerations if you are running a meeting:

• You may need to arrange for introductions or use an ice breaker exercise
• Go through meeting purpose (someone could be in the wrong room)
• Set ground rules if this is a new group
• Maintain awareness around ethical issues, such as conflict of interest, transparency and power dynamics
• Initiate discussion
• Work through the agenda
• Help the group stay on track ensuring participation from everyone
• Manage conflict or disruptive behaviours
   

Resources  
Effective Meeting Facilitation: Sample Forms, Tools, and Checklists - Miranda Duncan
arts.endow.gov/resources/Lessons/DUNCAN2.HTML   

Managing Meetings - A management library for non-profits and commercial business.
www.managementhelp.org/grp_skll/meetings/meetings.htm   

Effective Meetings - 100s of free articles on management.
www.work911.com/articles/meetmgt.htm

7 ways to run effective meetings
www.teachingexpertise.com/articles/ways-run-effective-meetings-473
       
Running Effective Meetings
www.mindtools.com/CommSkll/RunningMeetings.htm   

Design Facilitation for Teams: Managing and Planning Team Interaction
redesignresearch.com/fac-paper.htm