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Microsphere | Looking beneath the surface

Views on the world of food and beverage research, nanotechnology, tricky chemical analysis and some thoughts on beer!

CD R&D

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

6/12/2016

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​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
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    ​Craig is a consultant, a flavour enthusiast and an unapologetic analytical chemistry geek.

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