How to Run Effective Meetings – MEETINGS BLOODY MEETINGS! Part 2

​The Agenda - and avoiding the hidden agenda

Prepare one in advance and include all the key elements that will be covered in the meeting. There should be no hidden agenda – put your cards on the table.

• Specify the meeting location including a postcode (ZIP) – make sure it is a satnav friendly one, no dead ends, fords through rivers, carparks on the intertidal zone etc.
• Indicate the start time AND end time.
• Have a section for Welcome, Apologies for absence, Declaration of interests and Introductions.
• Someone should be nominated to Chair or lead the meeting.  Is it a formal meeting, of a committee for example?  There may be a regular Chair or team Rep(resentitive) Also formal structures may be established for example, committees and boards have officers: Chair, Treasurer or Finance Officer and Secretary.
• In any case: agree someone to take notes for the recorded minutes and to capture actions and deadlines:                     WHAT?  |  WHO?  |  WHEN?
• Have a template for capturing actions.
• List the items of business…numbered with estimate of time allocated and who is responsible for raising it or explaining the point. 
• Have a process for making and agreeing key decisions such as electing new members – typically a Nomination supported by a Proposer is reinforced by a Seconder and is put to the Vote  |  Ensure the proposers etc. and number of votes cast For and Against are noted on record. Usually a record of a simple majority for or against is sufficient and abstensions recorded if any. There is usually an agreed minimum number required (quorum) to be present for key decisions to be valid.
• Allow for Any Other Business – (AOB)
• Before proposing a Date of next meeting
• Formally close the meeting

​You will have realised by now that there are more than 10 key things to remember when planning meetings...my little joke.

Part 3 - On the Day of the Meeting and Virtual Meetings