Page 120 - Communication in Organizations Basic Skills and Conversation Models

Leading meetings 109

Tasks

The tasks of chairpersons, minute takers and participants can be divided into three
sections: tasks before the meeting, during the meeting and after the meeting.

Before the meeting
Chairpersons should prepare themselves about the content of the meeting: ‘What is it
about, and how are we going to approach it.’ They compile the agenda that shows the
programme of the meeting. In this programme there are usually a number of regular
points and a number of specific points, which we come back to later in the chapter. The
order of the general points is important for their discussion. By setting the order of the
different agenda points, the chairperson weighs their importance. It is best to place the
most important point at the top of the agenda, the least important at the bottom. It may
also be useful to handle the points that promote a good atmosphere first. Further, it may
also be useful to estimate the time necessary for each point, so that the participants know
what is expected of them and they can all work together using the time constructively.
In a formal meeting the participants receive the agenda together with the invitation and
the items which must be gone through in advance at least 48 hours before the meeting.
The invitation states where, when, why, about what, with whom and how long the
meeting will be held.
Chairpersons should also prepare themselves about the participants. They can decide
on a strategy if they know who will take part in the meeting and if they can anticipate
their expected contributions.
Chairpersons also hold responsibility for the arrangement of tables and chairs in the
meeting room. An important criterion is that all those present must be able to look at one
another for the advancement of good communication. For most people it is difficult to
remain listening and participating attentively for several hours. It is therefore advisable to
make use of a flipchart or whiteboard on which, for example, the phases of the decision-
making process are shown, and the proposals offered or solution strategies contributed
are noted.
Minute takers prepare themselves for the meeting by finding out which data should be
included in the notes, the structure of the discussion of the various themes, and what form
the notes should take. This can best be done in consultation with the chairperson. By data
we mean the names of those present and those absent, reasons for absence, date and place
of the next meeting, the standard agenda for the next meeting and other similar points
which are set out by mutual agreement and belong to the meeting culture of the group to
which the minute taker belongs.
The other participants at the meeting prepare themselves by reading through all
documents accompanying the distributed agenda. If one wants to be fully prepared then
one has to acquire information in advance that can support one’s own arguments: for
example, by being up to date on concrete data. It can also be most useful if one tries to
understand the opinions of other participants: on which arguments might they base their
views or determine their standpoints?