Meetings

This section looks at the importance of meetings, what should be covered, and the different kinds of meetings an organisation may have to have.

Making or breaking the organisation

Effective meetings are important not just in making sure the organisation progresses and decisions are made about what it should be doing, but in keeping committee members and others involved and interested. There is nothing worse than being at a meeting that drags on and on, with people straying off the point, not listening and being rude to each other. Good meetings then are not just about getting things done but about respect and consideration for others.

Preparation before and action afterwards

Effective meetings don't just happen - there is a sequence of events leading up to and following on from a meeting that will help determine whether the meeting goes well or not.

Minutes out early

To assist with preparation before and actions afterwards it is crucial that the minutes are produced shortly after a meeting and sent out to committee members and sub groups so that people can see what they said they would do before the next meeting and what had been agreed and have time to do it. Minutes are also sent out in order to be approved at the next meeting incase any mistakes have been made in writing them.

It is important to send minutes not just to those that were at the meeting but to others who missed the meeting or who may be expected to do something as a result of the meeting. It is all too easy for people who have been involved to get out of the loop simply by missing one or two meetings.

It is also sometimes important to publicise the minutes of meetings so that the wider community has some sense of what the organisation is doing.

Agree and make actions clear

To assist in this process it is also important that the minutes are written in such a way that it is easy to identify what actions have been agreed and who is responsible.