Planning and structuring effective meetings

If you have the need to improve the meetings in which you participate, you should read this document and go thourgh the several checklists provided. We discuss the preparation for a meeting by the chairperson.

Role of chairperson
This person has to plan, organise and control discussions during the meeting. He/she ensures that everybody is contributing, but keeping a harmonious relationship within the group. For more information on different roles, check out our group roles page

Questions for the chairperson
The chairperson should ask himself and resolve the following questions;

  • What is the purpose of the meeting?
  • Is a meeting appropriate?
  • How should the meeting be planned?
  • Who should attend?
  • What preparation is required?

This is the outline plan for the meeting and gives guidance during the meeting. Usually the chairperson creates the agenda, but all team members can propose topics to be discussed. Tip: Set times per agenda item, this way you can limit the duration of a meeting.