L5 - Introduction to Meetings Flashcards
1
Q
Give examples of different types of meetings.
A
- One-to-one
- Staff
- Management
- Board
- Coordinating
- Project team
2
Q
List the main characteristics of bad meetings.
A
- Drifting off the subject
- Poor preparation
- Questionable effectiveness
- Lack of listening
- Verbosity of participants
- Length
- Lack of participation
3
Q
List the main characteristics of good meetings.
A
- All attendees are allowed to participate
- Defined purpose
- Each agenda item is addressed
- Follow-up actions are assigned
- Discussion and decisions are recorded
- Only essential people invited
- Agenda items have allocated time
4
Q
What are the three stages needed to conduct a meeting?
A
- Planning
- Running
- Follow-up
5
Q
What steps are needed to define a meeting?
A
- Define the meeting
- Assign roles and responsabilities
- Select the meeting date and time
- Select the meeting location
- Produce and distribute the agenda
- Check readiness
6
Q
How would you define a meeting?
A
- Why is it needed? Purpose?
- Requirements
- Who must attend?
- Who should attend?
- Who must speak/present?
- What resources are needed?
- How long?
7
Q
What roles may you assign for a meeting?
A
- Organiser (plan)
- Chair (facilitate)
- Timekeeper (monitor clock)
- Clerk (take notes)
- Contributers (speakers)
8
Q
What are the three phases of running meetings?
A
- Start
- Main Meeting
- End
9
Q
What should you do at the start of a meeting?
A
- Get there early
- Check speakers are ready
- Copy of agenda for everyone
- Start on time!
- Clerk takes attendance
10
Q
What should you do during a meeting?
A
- Go through agenda
- Consider last meeting’s minutes
- Checking status of actions from last meeting
- Rest of agenda…+ allocate actions
11
Q
What should you do at the end of a meeting?
A
- Any Other Business (AOB) time
- Reminder of actions, due dates…
- Specify details of next meeting
12
Q
List three tasks to do after a meeting.
A
- Minutes
- Action items
- Details (expenses, archiving docs, report)
