Chapter: 5

Organizing Meeting and Conference

Meeting

Meetings are unpopular because they take up time, usually that of many people. However, there are good and bad meetings.

Meetings can be an excellent use of time when they are well run.

Key to a successful Meeting

Run your meetings, as you would have others run the meetings that you attend.

Be prepared and ensure participants can be prepared by providing relevant documents in advance.

Key to a successful Meeting

Start the meeting on time and end it on time (or even early).

Stay on topic. Don't hold unnecessary meetings Wrap-up meetings with a clear statement

of the next steps and who is to take them.

Meeting room arrangement

Theatre Style

• Leader has great power by position.

• Participation and interruption by audience is limited.

Meeting room arrangement

U-Shaped Style

• Equality of membership.

• No doubt who is the leader.

• Good visibility for visual aids.

Meeting room arrangement

Circle Style

• Democratic: equality is stressed.

• Great visibility by participants.

• Body language obvious.

• Excellent participation

Meeting Preparation

Before the meeting Select the day, time, and lengthConfirm the locationPrepare an agenda and all necessary

supporting materials.Check all last-minute details

Checking Last Minute Detail

Telephone Accessible copying machine White board and eraserOverhead or LCD Projector

Checking Last Minute Detail

Extra copies of material being usedVideo EquipmentWater glass for speaker

Meeting Preparation

During the meetingGreet visitorsTake minutes and provide special

assistance when needed.

Talking Minute

Date, location and time of day the meeting was held

Name of Presiding officerKind of meeting (regular, special, board,

executive, committee)

Talking Minute

Name of member present and absent (group of under 20 people)

Order of business as indicated on the agenda

Motion made

After the meeting

Prepare minutes Note any problems for future referenceFile minutes and other materials.Draft acknowledgments and letters of

appreciation.

Videoconference Arrangement

Arrange a time when all participants can be at their telephone or in a teleconference setting.

Reserve any special equipment needed.Reserve the teleconference facility

Videoconference Arrangement

Confirm the meeting, giving special attention to differing time zones

Send out an agenda, report, graph, and other material in advance.

Check with conference operator before the meeting begin.

Videoconference Arrangement

Be alert to special need or problem, such as a participant going off-line during the meeting.

Take note, review the meeting at its conclusion to prepare a summary.