I am a Committee Memeber of Women Making it Work so decided to attend a free workshop last night called Effective Efficient Meetings Every Time…including the AGM!, it was run by the City of Casey and aimed at providing committee members of organisations across Casey, with practical tips and suggestions of they can improve their meetings.
Here is a summary of what was covered:
What is the purpose of a meeting?
The purpose of a meeting is to exchange idea and to obtain an outcome that can be successfully implemented.
Agenda
An effective agenda provides an outline for the meeting, it provides a focus for the meeting. Be careful not to cram too much into the agenda, there needs to be time for discussion.
Time
Start on time and finish on time, so simple yet SO important. Try and choose a suitable time for people, if you can please everyone, then alternate the day or time for the next meeting.
Environment
Make sure the room is large enough, has adequate seating. A u-shape or boardroom setup works best as attendees can all see each other.
Leader / Facilitator / Chair
The leader / facilitator / chair should control the flow of the meeting and ensure it meets the meeting objectives. The leader / facilitator / chair should be motivated, enthusiastic and be a role model for the other committe members.
Group Members
Group / Committee members should prepare for meetings by reading documents and reports prior to the meeting and then after the meeting, completing any actions assigned to them.
Minutes:
- are a legal document that may be presented as evidence in a Court of Law
- comprise the official record of the organisation
- must include:
- date and time of meeting
- who attended and who put in an apology
- correspondence
- business transacted and decisions made, including the wording of all motions
- actions taken
- time of closure
- indicate action to be taken in relation to the business of the organisation and should identify who will take that action
- should be concise and record important happenings, decisions made and actions to be taken
- must be dated and numbered. If they are computer generated, a space should be left at the bottom of each page for signature by the chairman or acceptance
- Must record the exact wording of all motions, should be written in neutral language and should only record facts, not opinions
Usually it is the secretary’s responsibility to take the minutes but if the organisation is large and the secretary is particularly busy then it is quite in order to appoint a minute secretary.
Preparing for the AGM
The President, Secretary and Treasurer all have a role to play before the AGM. These task vary depending on the group or organisation.
The AGM should be chaired by the President and the meeting usually has the following components:
- Welcome and Apologies
- Minutes
- Correspondence
- Annual Report
- Annual Finacial Statement
- Elections
- General Business
- Guest Speaker
- Conclusion
If you would a copy of the notes, please feel free to email me and I would be happy to scan them and send them to you.
