Once a meeting comes to an end, it is important for the Chair to reiterate what was discussed so that everyone fully understands what took place.
The Chair also needs to review any action items and who is responsible for following up on those items following the meeting.
The minute taker will need to transcribe the minutes and then forward to all those who attended the meeting.
It is also important for the Chair to call or email those who are responsible for action items and ensure that they have completed those items in a timely manner.
It is essential to begin your meeting on time. Someone needs to act as the meeting chair and another person needs to act as the minute taker. The chair directs the meeting and ensures that it is being run on schedule. The minute taker's role is to take away key points from the meeting and put them in a written or typed format.
It is the chair's duty to ensure that everyone in the meeting is heard and stays on topic. Different points of view are normal during meetings, and it's important for the chair to make sure that conflict is kept at a minimum.
Here are some tips on what to do prior to booking a meeting:
- Ensure the meeting is necessary so that you don't waste anyone's time
- Once you determine that it is necessary to meet, e-mail key people that should be in attendance
- Attach an agenda
- Include the topic of discussion
- Agenda items
- Names of those who will be speaking on the various topics of discussion
- Meeting location, date and time
- Include start and end times
