Planning and

Conducting Meetings
What is a meeting?

A meeting is a scheduled gathering of

group members for a structured
discussion guided by a designated
chairperson.
 Typical meetings are scheduled
in advance for a particular time
or place.

The organization of schedule

discussion topics and
tasks to facilitate the
achievement of a
group’s goal structure chairperson Not necessarily the
leader of the group
•formal/highly structured
•informal/loosely
structured
Planning the Meeting

 Purpose
Why are we meeting?
Is the group meeting to share information,
make decision, solve problems, coordinate or
implement tasks, or to motivate members?
Planning the Meeting

 People
 Who should attend the meeting?
 Invite the appropriate people to save time of individuals
who do not need to attend
Members who will be directly affected by the
outcome of the meeting
Members with expertise
Members who disapprove
Planning the Meeting

 Time and day of the Meeting

Decide what date and time are best for the
meeting
Ideal day: middle of the week
Planning the Meeting

 Venue of the Meeting

Choose a location that is appropriate for the
purpose and size of the meeting
The venue must be big enough, clean,
properly ventilated, and away from distraction
Planning the Meeting

 Materials needed for the Meeting

Make sure that all readings, reports, supplies
and equipment needed during the meeting are
available
Materials should be essential for participation
and should be relevant
Meeting’s agenda: the most important item to
prepare and distribute to the group
Sizes of a Meeting

 Assembly meeting
100 or more participants
 Council meeting
40 to 50 participants
 Small Group Meeting
3 to 12 participants
The Chairperson’s Responsibilities

 Chairperson
A skilled facilitator
One who conducts the meeting and is often
responsible for following up on decisions
after the meeting is over
 Chairperson

During Meeting
Pre-Meeting Post Meeting
•Begin on time
•Notify members •Evaluate the Meeting
•Delegate minutes
•Distribute and review •Distribute minutes
all materials •Follow agenda
•Monitor assigned
•Remind members •Facilitate discussion tasks
•Prepare for •Provide closure
discussion •Summarize
•Remind about the
tasks
•End the meeting on
time
Participation in Meetings

 Review agenda items and think about your opinions.

 Read all materials that were distributed and be
prepared to discuss them.
 Listen attentively.
 Contribute to the discussion when you have
something relevant to say.
 Help keep the group focused on the meeting’s
purpose and agenda.
 Dealing with Difficulties

 Non participant
A person who always participates minimally,
arriving unprepared and acting uninterested
 Loudmouth/Vocal People
A member who talks so much that others do
not get a chance to speak
Dealing with Difficulties

 Interrupter
 A person who continually interrupts others while they
are speaking
 Whisperer
 A person who carries on a private conversation with
another member while
the meeting convenes
 Latecomers and Early Leavers
 A member who walks in late unexpectedly or one
who leaves early because of outside obligations
 Planning and
Conducting Meetings