Effective Meetings for Managers (M3.33)
22/06/2013
EFFECTIVE MEETINGS FOR MANAGERS
ILM Level 3 Certificate in First Line Management
From: Maryline Guinard Effective meetings for managers
1. PURPOSE OF AN AGENDA
The purpose of an agenda is to communicate important information such as topics for discussion, presenter or discussion leader for each topic, and time allotment for each topic.
The purpose of an agenda is also to provide an outline for the meeting (how long to spend on which topics) and a focus for the meeting (the objective of the meeting must be clearly stated in the agenda).
The agenda can be used as a checklist to ensure that all information is covered.
It lets participants know what will be discussed if it's distributed before the meeting. This gives them an opportunity to come to the meeting prepared for the upcoming discussions or decisions.
2. HOW TO PREPARE PRIOR TO A MEETING
I send an e-mail stating there will be a meeting, the goal of the meeting as well as the administrative details such as when and where it will be. I ask those invited to accept or decline the meeting. I make it clear that once they have accepted the meeting, they are expected to attend.
I ask participants requesting an agenda item to contact me no less than two days before the meeting with their request and the amount of time they will need to present it.
Once all of the agenda requests have been submitted to me, I summarise them in a table format with the headings Agenda Item, Presenter and Time. It's my responsibility to ensure that each agenda item is directly related to the goals of this particular meeting. If a non relevant request is made, I suggest to that person to send an e-mail or memo instead or recommend that this/her agenda item shall be discussed in another meeting. Also, I make sure I allocate a realistic amount of time to each presenter. I schedule 50 minutes of discussion into an hour time slot.
I send the agenda to all the meeting participants the day before
EFFECTIVE MEETINGS FOR MANAGERS
ILM Level 3 Certificate in First Line Management
From: Maryline Guinard Effective meetings for managers
1. PURPOSE OF AN AGENDA
The purpose of an agenda is to communicate important information such as topics for discussion, presenter or discussion leader for each topic, and time allotment for each topic.
The purpose of an agenda is also to provide an outline for the meeting (how long to spend on which topics) and a focus for the meeting (the objective of the meeting must be clearly stated in the agenda).
The agenda can be used as a checklist to ensure that all information is covered.
It lets participants know what will be discussed if it's distributed before the meeting. This gives them an opportunity to come to the meeting prepared for the upcoming discussions or decisions.
2. HOW TO PREPARE PRIOR TO A MEETING
I send an e-mail stating there will be a meeting, the goal of the meeting as well as the administrative details such as when and where it will be. I ask those invited to accept or decline the meeting. I make it clear that once they have accepted the meeting, they are expected to attend.
I ask participants requesting an agenda item to contact me no less than two days before the meeting with their request and the amount of time they will need to present it.
Once all of the agenda requests have been submitted to me, I summarise them in a table format with the headings Agenda Item, Presenter and Time. It's my responsibility to ensure that each agenda item is directly related to the goals of this particular meeting. If a non relevant request is made, I suggest to that person to send an e-mail or memo instead or recommend that this/her agenda item shall be discussed in another meeting. Also, I make sure I allocate a realistic amount of time to each presenter. I schedule 50 minutes of discussion into an hour time slot.
I send the agenda to all the meeting participants the day before