Working with Groups → Effective meetings

Effective meetings

Meetings are essential to communicating in disasters. But they frequently produce limited outcomes. Creating a format and process that produces results is key.

The role of the chair is to facilitate the meeting in such a way that the collective wisdom of the attendees is tapped into, while keeping discussions in line with the meeting’s objectives.

The participants’ role is to prepare for, and engage constructively in meetings, so that results can be accomplished.

PLANNING & PREPARATION

WHY	What is the purpose and expected outcomes of the meeting? e.g. give or share information, feedback, reports ; generate ideas ; find solutions / solve problems / make decisions ; develop trust, relationships, teams. Who needs to agree these objectives? What do participants want from the meeting? Is the meeting part of an on-going process?
WHAT	What topics need to be on the agenda? Use the agenda to explain how different topics will be handled, and for how long. List what people need to bring. What is the best way to notify people of the meeting and circulate the agenda circulated beforehand? Bring spare copies!
WHO	Who should attend, e.g. who needsto attend for decision making? Are the right people available? Is there a protocol for invitations?
WHERE	Which is the best location and venue to suit everyone - consider security, travel requirements, accessibility, stigma? Does it have the space, equipment, ventilation, catering needed? What is the best layout for the style of meeting – formal or informal?
WHEN	When is the best time for this meeting? Is there a clear start and finish time which is culturally acceptable to all? Is there sufficient time to achieve the objectives? What breaks will be needed? Is it free from interruptions?
HOW	What is the best way to start, engage all cultures, encourage contributions, and clarify purpose and expectations? e.g. introductions, ground rules, ice-breakers What translations and interpretation is needed? How will you record, clarify and circulate decisions and actions? e.g. on a flipchart or whiteboard; in minutes?