METRON OIL & GAS - CHECKLIST

01.PR001 - Holding a Meeting (1.0)

(Name)
Attendees:
Originator:
Chair:

Task Title Responsible Task Description

1.0 ORGANISE MEETING A meeting should not be organised with less than 24hrs notice to the attendees
unless this has been agreed. This allows attendees to manage their time and
priorities.Less notice is ok if urgent, but should be agreed verbally with all
required attendeesGuidelines on how to setup a meeting can be found in the
Good Meeting Practice Presentation.
Refer To 01.ST001
1.1 Outline the objectives of the meeting R - Originator Outline objectives of the meeting to ensure the meeting is necessary.Things to
consider:-What is the purpose of the meeting?-What are the expected
outcomes?-Why is this meeting required?-Could the desired outcomes be
achieved in another way?-Can this be resolved in less than 10 minutes during
'surgery' time?-What needs to be discuss or communicated and why?
1.2 Outline the agenda items R - Originator Outline the items that will be discussed at the meeting to meet the objectives.
1.3 Allocate time to agenda items R - Originator Think about how the conversation will go to allocate a set amount of time for
each agenda item. This will ensure the meeting goes to time.You should
allocate breaks if the meeting is over one hour.
1.4 Provide reports or documents R - Originator Consider any documents that will be referenced during the meeting and attach
these explicitly stating that they are to be reviewed prior to the meeting.
1.5 Identify attendees R - Originator Identify only those that need to be at the meeting.You should consider the
following:-could the circulation of notes/minutes reduce the number of
attendees-how much the meeting would cost the company-attendees own time
and priorities
1.6 Identify chair R - Originator Identify who will chair the meetingChair responsibilities:-Keeps discussion on
C - Chair topic/agenda-Ensures everyone gets equal ‘airtime’-Keeps discussions on time-
Deals with conflict
1.7 Identify the location R - Originator Identify the meeting location taking into consideration:1. Space required for
attendees:-tables and chairs-computers-is seating required?2. Room facilities-
webcams-whiteboards-projectors-phones
1.8 Identify a suitable date and time R - Originator Identify a date and time when all attendees are available by checking their
calendar.Check the location of the meeting is available to ensure there are no

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 room conflicts with other meetings.
1.9 Send meeting invite R - Originator Once all the above criteria have been identified and entered, send the meeting
I - Chair invite. This allows people to have prior warning on what will be discussed,
books in the attendees and reserves the room.
1.10 Preparation for meeting R - Chair The chair / organizer should get to the meeting location early and ensure the
room and equipment required for the meeting are prepared and ready.
2.0 ATTEND MEETING
2.1 Attend meeting R - Attendees When attending a meeting, you should follow these guidelines:-Show up on
time for meetings-Come prepared-Stay on topic-Be insightful and supportive.
Think before speaking-One person speaks at a time; no side conversations-
Work the point, not the person-Respect confidentiality; if sensitive matters are
shared they stay in the room-Stay mentally and physically present-Do not sit
and check your phone/email etc. during the meeting-Track action items and
distribute after the meeting
2.2 Record actions R - Originator Record any actions and decisions made. Actions should be reviewed at the end
C - Chair of the meeting to confirm understanding and responsibility.This ensures that
C - Attendees decision have been recorded for future reference and follow up actions are
recorded and delegated.Actions should be recorded on ERP under the project
number.
3.0 POST MEETING
3.1 Distribute actions R - Originator Distribute recorded actions to all attends and those concerned.This ensure that
decisions have been made and understood and that follow up actions are
implemented.

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