Effective Meetings

Role of the Chair

• Ensure all business is discussed.
• Make sure everyone’s views are heard.
• Confirm clear decisions are reached.
• Start and finish the meeting on time.
• Balance hearing everyone’s views with getting through the agenda.
• Avoid dominating the meeting with personal views.

Role of the Minute Taker

• Take accurate rough notes of decisions and discussions.
• Write up notes clearly and indicate actions.
• Distribute and file the minutes appropriately.

Meeting Agenda

• Create the agenda 7-10 days in advance.
• Include timings, date, location, attendees, and objectives.
• List topics for discussion.
• Provide any necessary information for preparation.

Meeting Hints and Tips

• Start with a strong welcome and thank everyone for coming.
• Present a summary of the agenda.
• Remind everyone of the ground rules.
• Encourage brevity and offer alternatives for heavy discussions.
• Reiterate the mission/purpose of the meeting.
• Set the tone and manage emotions and etiquette.

Ground Rules

• Speak through the chair and wait for your turn.
• Don’t interrupt others.
• Stick to the agenda.
• Respect other people’s views.
• Keep contributions short and to the point.
• Start and finish on time.

Summarising

• Summarise key points of discussions for clarity.
• Paraphrase and summarise within 30 seconds to 2 minutes.

Additional Considerations

• Know your options if conversations break down.
• Consider motivations and biases.
• Remind people of the bigger picture and responsibilities.
• Ensure everyone performs their tasks and participates.