Planning and Conducting

Meetings
What is a meeting?

A meeting is a scheduled gathering

of group members for a structured
discussion guided by a designated
chairperson.
 Typical meetings are scheduled
in advance for a particular time
or place.

The organization of schedule

discussion topics and
tasks to facilitate the
achievement of a
group’s goal structure chairperson Not necessarily the
leader of the group
•formal/highly structured
•informal/loosely
structured
Planning the Meeting

Purpose
Why are we meeting?
Is the group meeting to share
information, make decision, solve
problems, coordinate or implement
tasks, or to motivate members?
Planning the Meeting

People
Who should attend the meeting?
Invite the appropriate people to save time of
individuals who do not need to attend
Members who will be directly affected by
the outcome of the meeting
Members with expertise
Members who disapprove
Planning the Meeting

Time and day of the Meeting

Decide what date and time are best
for the meeting
Ideal day: middle of the week
Planning the Meeting

Venue of the Meeting

Choose a location that is appropriate
for the purpose and size of the
meeting
The venue must be big enough, clean,
properly ventilated, and away from
distraction
Planning the Meeting

Materials needed for the Meeting

Make sure that all readings, reports,
supplies and equipment needed
during the meeting are available
Materials should be essential for
participation and should be relevant
Meeting’s agenda: the most
important item to prepare and
distribute to the group
Sizes of a Meeting

Assembly meeting
100 or more participants
Council meeting
40 to 50 participants
Small Group Meeting
3 to 12 participants
The Chairperson’s Responsibilities

Chairperson
A skilled facilitator
One who conducts the meeting and is
often responsible for following up on
decisions after the meeting is over
 Chairperson

During Meeting
Pre-Meeting Post Meeting
•Begin on time
•Notify members •Evaluate the Meeting
•Delegate minutes
•Distribute and review •Distribute minutes
all materials •Follow agenda
•Monitor assigned
•Remind members •Facilitate discussion tasks
•Prepare for discussion•Provide closure
•Summarize
•Remind about the
tasks
•End the meeting on
time
Participation in Meetings

Review agenda items and think about your

opinions.
Read all materials that were distributed and
be prepared to discuss them.
Listen attentively.
Contribute to the discussion when you have
something relevant to say.
Help keep the group focused on the
meeting’s purpose and agenda.
Dealing with Difficulties

Non participant
A person who always participates
minimally, arriving unprepared and
acting uninterested
Loudmouth/Vocal People
A member who talks so much that
others do not get a chance to speak
Dealing with Difficulties

Interrupter
A person who continually interrupts others
while they are speaking
Whisperer
A person who carries on a private
conversation with another member while
the meeting convenes
Latecomers and Early Leavers
A member who walks in late unexpectedly or
one who leaves early because of outside
obligations
Planning and Conducting
Meetings