The Agenda - and avoiding the hidden agenda
- 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