• 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 ...

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

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

If you are reading this Blog, like in most meetings, you are probably wondering, "when will it be over?"...soon, honest, we just need to get over one more little hump, the end is almost in sight.....

Whether running the meeting or simply attending there are a few additional things to remember (we are now well past the 10 point plan)...simply put, be polite at all times.

• Firstly - Don’t be late!
• Stick to the items of business.
• Limit digressions – keep to time. Note any interesting items raised during the meeting and revisit them for discussion in AOB.
• No cross-talk and NO CROSS TALK!! Talking over each other or having a shouting match tends to be unproductive.
• The Chair is the referee not the star player – there to facilitate and ensure the business of the meeting is conducted efficiently. 
• Ensure everyone is allowed a voice - Actively encourage the quiet one at the back who may well be harbouring the nugget of information everyone needs to hear.
• Read back the Actions, check they are agreed and minuted.
• Do not allocate actions for absentees – action someone to approach them to discuss and gain their agreement after the meeting.
• Take items “off line” ONLY when private/confidential or off topic issues are raised and need resolving.
• You should have all the right people there to make decisions, take responsibility, have accountability and get things done.

Simple really.

​

Circulate a DRAFT of the minutes to atendees and a list of actions within two weeks following meeting.
Revisit the actions and follow up where required.
Set a date for the next meeting as soon as is practical.
Include incomplete actions in the agenda of next meeting so they are not lost.
...So the cycle continues but in a more coherent, happier and more productive way than perhaps it did in the past.

And one final thought:

Meetings are like viruses...they are self replicating organisms that can drain your energy....Don't get infected!