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.