Getting the most from your meetings

Getting the most from your meetings

Meeting Organiser's Checklist

Meeting Initiation
Determine the purpose of the meeting

Preparation
Decide on the necessary attendees and their specific contribution
Make arrangements: time, venue, equipment, refreshments
Ensure briefing papers and agenda available early enough for attendees to prepare their contributions

Agenda
State attendance, time (start and finish), venue and overall meeting aims
State purpose, anticipated outcomes (information item, decision required, problem solving) plus realistic timings for each item
Indicate contributions requested from each attendee (and if there will be guest attendance) for each item

During the meeting
Start and finish agenda items on time
Guide attendees systematically through decision making
State actions in terms of who, what, when and check for agreement
Agree what wil be communicated, to whom, when and how
Review the performance of the meeting, seek improvements

After the meeting
Ensure accurate, rapid and appropriate reporting
At intervals, review the attendance at and effectiveness of the series of meetings

Meeting Attendee's Checklist

Preparation
Clarify your role at the meeting
Provide informative and relevant papers sufficiently in advance of the meeting for others to prepare
Read agenda and briefing papers in advance
Inform the meeting chair in advance of any AOBs Plan your contribution to the meeting
Seek input from colleagues on opinions they would like you to represent or information to find out at the meeting

During the meeting
Arrive a few minutes early
Make constructive contributions
Keep presentations to the allotted time
Only agree achievable actions

After the Meeting
Carry out agreed actions promptly Review your role at the meeting Communicate relevant discussions and decisions to colleagues
Stick to decisions made at the meeting

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