How to Run Effective Meetings – MEETINGS BLOODY MEETINGS! Part 3

​On the Day of the Meeting - Organisers arrive early!

• Check: the room layout for the pre-booked water/tea/coffee, audio visual equipment projector/screen and microphones for  large meetings, conferencing equipment for TC/dial-in, Wi-Fi & internet connection, enough chairs, access for limited mobility attendees, copies of documents, writing materials, flipcharts and markers etc.
• H&S requirements including any requirements at reception for registration/sign-in, site safety guidelines, health declarations e.g. food manufacturing sites.
• Any “housekeeping” notices need declaring at the start of meeting - Are any fire alarm tests or drills scheduled?  Note the location of the nearest fire exits and assembly points.

​Then there are ...

​Virtual Meetings

Many options are available from simply dialling in to a speaker phone to video conferencing or calling via computer or VOIP.

• Some teleconferencing software is free others charge users a registration fee or charge users per minute e.g. Skype (for business), Webex, GoToMeeting …other products are available.
• Timing is critical – convene early, check the tech, settle down and open the line promptly.
• Ensure all invitees have dial in numbers and pins.
• Use appropriate software if viewing presentation slides or sharing documents etc.
• Introductions even more important than in face to face meetings. 
• Allow the Chair priority to actively direct discussions.
• In audio-only meetings do not talk over other speakers.
• Use headsets to avoid feedback, turn down the speaker volume, or use the microphone mute button.
• If connection speeds are poor avoid using a video function.
• Avoid rustling papers or typing near the microphone.
• Check the microphone is off at the close of the meeting to avoid embarrassment.
• Check out this video clip – it sums things up nicely

                        "A Conference Call - In real life"

• But remember not everything can be done remotely and many prefer face to face meetings when negotiating.

Part 4 - Conducting (or Conduct in) the meeting and the Follow Up