AD HOC COMMITTEEE

An ad hoc meeting is a meeting that is organized quickly or on short notice, typically to address
an urgent matter or to discuss a specific issue that requires immediate attention. Unlike regularly
scheduled meetings, ad hoc meetings are not part of a regular and predefined agenda and are
often called spontaneously or as circumstances arise. These types of meetings are often informal,
less structured, and may involve a smaller group of participants. Ad hoc meetings are useful for
making quick decisions, resolving pressing issues, or providing updates on time-sensitive
matters.
What Is The Purpose Of A Ad Hoc Meeting?
The purpose of an ad hoc meeting as an employee is to address urgent issues or unexpected
situations that require immediate attention. These meetings are called on short notice and often
involve brainstorming, problem-solving, and decision-making. Ad hoc meetings ensure timely
communication and collaboration among team members to efficiently resolve issues and make
necessary adjustments to work plans or strategies.
HOW TO PREPARE FOR A AD HOC MEETING AS AN EMPLOYEE: STEP-BY-STEP
Step 1: Identify the Need
Step 2: Define the Objective
Step 3: Organize Participants
Step 4: Specify the Time and Venue
Step 5: Send Out Invitations
Step 6: Prepare for the Meeting
Step 7: Conduct the Meeting
Step 8: Address the Issue at Hand
Step 9: Decision Making
Step 10: Create a Follow-Up Plan

Step 1: Identify the Need

Acknowledging a situation that demands immediate attention within an organization is crucial
for prompt resolution. It helps facilitate effective decision-making, problem-solving, and
brainstorming, enabling the organization to address urgent issues swiftly and mitigate potential
negative impacts.

Step 2: Define the Objective

The purpose of the ad hoc meeting is to address a specific issue or decision that requires
immediate attention. By gathering relevant stakeholders, the aim is to achieve a resolution or
make progress towards a solution by the end of the meeting.

Step 3: Organize Participants

It is important to invite key decision makers and relevant contributors to the ad hoc meeting to
ensure their involvement in the decision-making process and to make informed and efficient
decisions.

Step 4: Specify the Time and Venue

When scheduling a meeting, choose a time and location that is convenient for everyone involved.
If using virtual platforms, don’t forget to include the meeting link or access codes in the invite.

Step 5: Send Out Invitations

To ensure effective communication of the meeting details, share the purpose, time, and location
with all attendees via a suitable method such as email or a virtual communication platform.
Emphasize the importance of timely responses for better planning.

Step 6: Prepare for the Meeting

Collecting necessary data or materials relevant to the purpose of the meeting is crucial for a
productive discussion. This includes reports, presentations, or any other documents that will
facilitate meaningful conversation and decision-making.

With ZipDo, our app, we simplify the preparation process for team meetings. As a participant,
you benefit from centralized storage of information from previous sessions, making it easy to
pinpoint key discussion topics for recurring meetings. Access to both agendas and meeting notes
is streamlined, greatly easing your preparation efforts.
Step 7: Conduct the Meeting
To ensure a productive meeting, begin promptly, use a loose agenda (as it’s a spontaneous
meeting), promote engagement, and maintain order. Keep the discussion centered on the
previously stated goal.

Step 8: Address the Issue at Hand

During the meeting, it is important to thoroughly analyze the issue at hand, encouraging active
participation from all attendees to generate diverse perspectives and creative solutions.

Step 9: Decision Making

Based on the comprehensive discussion, it is crucial to collectively agree on a decision or
resolution that effectively addresses the issue at hand. This decision must be reached through
consensus to ensure its implementation and success.

Step 10: Create a Follow-Up Plan

During the meeting, ensure that all decisions are recorded and accompanied by a comprehensive
implementation plan. Assign tasks as necessary to each team member involved.

Questions to ask as an employee during the meeting

1. What is the purpose or objective of this ad hoc meeting?
– This question helps clarify the intended outcome and ensures that everyone is focused on
achieving the same goal.
2. Who are the attendees and what roles do they play?
– Having a clear understanding of who is present and their responsibilities allows for effective
communication and task delegation.
3. What information or issues prompted the need for this meeting?
– By understanding the context or problems that led to the meeting, employees can contribute
relevant insights and ideas to move the discussion forward.
4. What are the specific topics or agenda items to be discussed?
– Clearly defining the agenda ensures that relevant topics are addressed, prevents unnecessary
tangents, and helps manage time effectively.
5. What are the desired outcomes or decisions expected from this meeting?
– This question establishes the expectations for the meeting, helping participants align on what
needs to be achieved and enabling effective follow-up actions.
6. Are there any challenges or obstacles we need to address?
– Identifying potential roadblocks or issues in advance allows for proactive problem-solving
during the meeting, leading to more productive outcomes.
7. What information or data do we need to gather or share?
– This question ensures that all relevant information is shared, allowing participants to make
informed decisions or contribute valuable insights.
8. What is the timeline for action or implementation?
– By discussing the timeline upfront, employees can prioritize tasks and plan accordingly,
ensuring that actions are taken in a timely manner.
9. Are there any dependencies or key stakeholders we need to involve?
– This question helps identify any external factors or individuals who could impact the success
of the discussed initiatives, promoting effective coordination and collaboration.
10. Does anyone have any additional questions or concerns?
– This question allows employees to seek clarification or raise any unresolved issues, ensuring
that all concerns are addressed and promoting a transparent and collaborative working
environment.