Meeting (Partly Done)

The purpose of an agenda:

The purpose is to give notice of the meeting, giving those who are to attend time to prepare, to manage their diary and to give the meeting structure, i.e., topics to be covered, time allowed per topic and ensuring that the meeting does not run away.

How to prepare prior to a meeting

Before make any arrangements to have a meeting you must always determine if a meeting is necessary. To do this the following questions should be asked.

• Why is this meeting happening?

• What is the objective?

• Who needs to attend?

• Where this should be held?

• How long will it last?

• How much will this cost?

Now you may not be able to find the exact cost of the meeting but a rough guess would be an indication if a meeting was required taking into consideration the following costs. Travel, person’s time, facility and equipment

Once these questions have be asked and a meeting is still required then location and time of meeting need to be arranged taking in consideration how it would take your participants to arrive to the said location no point arranging a meeting at 08:30am if it takes attendee’s 2hrs+ to get there.

Invitations also need to be sent out ideally with an agenda or a note saying that an agenda will follow clearly stating what the meeting is about and if any other points would like to be added to the agenda.

The role and responsibilities of the chairperson, the secretary and individuals at a meeting is explained

Chairperson

The chairperson plays a neutral role in the meeting and ideally does not join in discussions and contribute ideas to the group. The main task of the chairperson is to assist the group in generating a successful meeting outcome and to guide the members in achieving the meeting objectives.

The main responsibilities of this role includes preventing conflicts to arise during discussions, supplying methods and procedures in discussing an agenda, and making sure that each member takes an active participation in...