MANAGE MEETINGS – SESSION 4– 1 March 2011

Aim: Prepare documentation

1.30pm Welcome
Make roll
1.35 Revision
- On Wednesday we discussed legal and
ethical requirements when calling a
meeting and we also examined who
might attend a meeting, the need to
know the purpose, the structure of the
meeting, special needs for a meeting
and also resources required.
- What special need might need to be
considered when planning a venue
1.40 THE AGENDA Print off exercises
We have already prepared an Agenda
What is an agenda
Exercise
Correct the agenda
1.50 Today we are going to begin looking at further Formal Page 22/23 – Board
documentation Meeting, AGM
1. THE NOTICE OF MEETING
Name of committee/organisation Informal P24 – memo, email or
Purpose of the meeting letter, placed on staff notice
Day and time of the meeting board – must be signed by the
Venue convenor
Whether any material is attached
Request for confirmation of attendance Agenda can be attached
Name of person to contact.
Often a request for agenda items maybe Special Purpose P24 – list topics
included to be discussed
Maybe simple email, printed formal notice
Formal and informal meetings need to
ensure participants are notified
Exercise
Students to type out Notice of Meeting
2.10 2. PROXY P49
What is a proxy form
When is it used
Exercise
Students to type out proxy form
Students to research and print off a copy of an
actual proxy form from the web
2.30 Remembering instructions
- Have notepad and pen handy
- Repeat or reflect back to the speaker
what they have said
- Ask questions if you do not understand
better to appear foolish than to go
away unsure.
 Question techniques
CLOSED – ‘yes’ or “no” answers

OPEN – Who, How, What when, Where or

Why

Effective listening
- Make eye contact
- Be aware of body language
- Concentrate on what is being said
- Allows the speaker to talk without
interruption
- Rephrase or summarize what has been
said
- Ask relevant questions
2.45 Exercise 3 Page 27
2.50 Wrap up
Three meeting documents
- Notice of Meeting
- Proxy form
- Agenda