Meetings - How to Organize a Run Meetings More Effectively

The following is one of a series of articles that I have published recently on solutions to help students, business people and others improve the ways they organise their life an do things. An organised person is much more likely to be a successful person. To see other articles visit my English language articles about education and other issues of interest to students and parents. .

As with many of you I am sure you have had to either run a meeting at some time. This can be quite difficult. After many years of teaching and consulting in business and education I have written a short article on meetings.

Meetings 11 General tips to remember
Run better meetings:
1.Call a meeting only when it is necessary.
2.Plan and prepare yourself for all meetings.
3.Have clear and achievable objectives.
4.Prepare and distribute an agenda early.
5.Keep to starting and finishing times.
6.Keep control. Know the rules, give clear directions, listen carefully, summarise often and keep on schedule.
7.Get things done. Action by whom? By when?
8.Make the most of the talent and experience present.
9.Review and summarise often.
10.Record recommendations and give members responsibilities for specific tasks.
11.Evaluate meetings. Can we do better next time?

If you are running a meeting make sure you have an agenda. The following is a suggested outline of agendas for formal meetings.

Agenda for a formal meeting

Keep to a sequence:

1. Open the meeting
2. Apologies
3. Welcome new members and guests
4. Minutes of previous meeting
s. Business arising from the minutes
6. Correspondence
7. Business arising from correspondence
8. Financial report
9. General business of which notice has been given
10. Reports from committees
11. Business arising from reports
12. Other general business - with consent of the meeting
13. Notices of motions for future meetings
14. Announce date and time of next meeting
15. Close the meeting

Chairing a meeting The following is some general tips you should consider if you are to chair a meeting
Before the meeting, the chairperson should:
Be familiar with the constitution or bylaws.
Know the minimum number (quorum) that must be present to conduct business.
Know the correct voting procedures and whether notices of motions need to be given prior to the meeting (and if so, how many days before).
Prepare the meeting agenda with the secretary. . Make sure the secretary has given due notice of the meeting to all members.
Read the minutes of the previous meeting to see what business needs following up.

At the meeting

Start (and finish) on time.
See whether a quorum is present.
Call the meeting to order - formally.
Keep to the agenda.
Keep speakers within the rules of the meeting procedures. . Preserve order and courtesy.
Remain neutral during debates.
Keep a sense of humour. Keep calm. Do not dominate.
Call speakers in the correct sequence after they have indicated they wish to speak.
Decide on points of order.
Prevent irrelevant and repetitious discussions.
You may appoint committees and exercise a casting vote.
You should not refuse motions if they have a seconder. But you may rule for or against the following motions:
That the question not now be put.
That the matter be referred to a committee.
That the debate be adjourned.
That the meeting now adjourn.
That the Chair's ruling be dissented from.
That the meeting no longer has confidence in the Chair.
Summarise and reach conclusions so things get done.
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Good luck

Gary Hadler
B.Ec, Dip.Ed, MBA
Principal ITS Tutorial School
www.tuition.com.hk