Task 9. Read tips (1 – 8) and match them to the headings: A. Encourage everyone present to speak
B. Publish an orderly agenda at least a week before the meeting
C. Announce meetings well in advance of the date
D. Promote meeting information via different media
E. Attach pertinent documents, handouts, or support information to the agenda
F. Keep files for copies of the agendas and minutes
G. Start and end at odd hours
H. Arrange for someone to take minutes
Research suggests that up to half of all business meetings result in minimal productivity and are considered by participants to be of little value. Here are a few tips that can help.
1. Announce meetings well in advance of the date
Two weeks' notice may give participants enough time to work the meeting into a busy schedule.
2.
For example, send an interoffice memorandum to each participant, followed by email reminders a few days before the date. Larger organizations occasionally have an administrative assistant telephone each member with a reminder.
3. Start and end at odd hours
Instead of beginning the meeting at 1:30 p.m., for example, publish the time as 1:35 p.m., which is bound to get people's attention and make them more aware of the clock.
4.
List items to be covered in priority order, along with extra or discretionary items if time permits. You also may want to list desirable objectives for the meeting so comers understand in advance what you hope to accomplish and how they should prepare to participate.
5.
This provides comers an opportunity for reviewing key facts in anticipation of discussion during the meeting.
6.
In some cases the chair will do this. At other times members may delegate the task. Distribute minutes well in advance of the next meeting for revision.
7.
Shy people can share opinions by mailing list if they prefer, but all should have a voice in the proceedings.
8.
These can be passed along to new or replacement members in the future.