Business meetings really do need a Chairperson or someone who will lead, whether the meeting is with a group of staff members or with a business associate or two.
The Chairperson's role is to bring order to the meeting based on the Agenda and work through this timely - (s)he is there to ensure that actions or agreements are reached and that the topics on the Agenda are discussed within the allocated time of the meeting.
The Chairperson has to lead the meeting, even on a one to one basis, someone has to be in control and move topics for discussion forward.
If holding regular meetings with staff or even with Online Office Management personnel (someone working away from your own office), giving your meeting a title will create attendees to be in the correct mindset.
So the steps to creating an effective meeting will be:
1) Decide who is the Chairperson/or who will lead the meeting
2) Decide on the topic for the meeting and choose a suitable title
3) Prepare a Proposed Agenda including date, time and the venue
4) Decide on what the desired outcome will be for holding such a meeting
5) Who will be the best person to attend - who can bring added value and their knowledge
6) Decide who will present at the meeting; will it be oral, in note format or presentations
7) Issue a Proposed Agenda requesting Any Other Business topics and their intended documents
8) Once the Agenda is agreed and notes obtained from participants these can be issued as final
9) Always start the meeting on time - set the tone that there will be no delay in starting
10) Ensure each topic is discussed and actions noted
11) Close the Meeting by thanking everyone for attending
12) Let the attendees know the Minutes will be issued within 7 days
The notes taken at the meeting can either be handwritten, taken via a minute secretary, typed up in draft format at the meeting, or even digitally recorded for typing up at a later stage. Note who has attended and who hasn't - this information will be recorded in the Minutes.
These notes are then typed up into a "Minute" format and will include the date and time for the next meeting; this document is then reviewed by the Chairperson. Once the Chairperson has approved the Minutes they are ready for distribution to the attendees and to those who were absent from the meeting, along with any additional paperwork.
Organising the meeting, preparing the agenda and speakers, requesting their paper information to be forwarded with the agenda, is just the start of meeting management process.
To have the meetings recorded in a format so that attendees can read the Minutes with ease is a time consuming process.
If you need assistance with this then we can help you with this. Give Kathryn a call on 07918 667509