Meetings can be either a useful medium of communication, where relationships and understandings can be strengthened or a drag on time and costs. The following tips may be helpful in ensuring meetings remain relevant and useful.
Break the meeting into relevant sections and give a time limit to each section, a time allocation should include time for agreement of action points.
It is worthwhile to give a time slot for open discussion at the end. It is important that everyone at the meeting is aware of this, so they avoid interrupting other timeslots to get any of their own personal agenda across.
The person leading the meeting should have a detailed agenda containing all information on what will be discussed at the meeting. A brief bullet point agenda should be given to the other meeting participants. If the other participants are given the full detailed agenda, they may be focused more on reading ahead than engaging in the meeting.
The end of the meeting should include a review of the items discussed and the action points required to be taken.
All the minutes of the meeting should retained to support the conclusions and decisions made at the meeting
If you feel it is not worthwhile putting in the effort to document the agenda, discussions, conclusions and decisions of a meeting, you should maybe consider – is the meeting required in the first place.
We are happy to help. Please post your comment below or call Nigel Mayberry, Director of Audit Services at Cooney Carey, on 01 677 9000.
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