At times meetings can be a significant waste of resources. However, if prepared for properly they can be a brilliant tool for sharing important information for the progress of the project. A great meeting is one that engaging for the participants and has an efficient process for the exchange of ideas
Here are six questions to think about when you’re planning a meeting.
Should I Hold an Informal Meeting?
Informal meetings are common for the building industry. They usually include an impromptu conversation or chat on site and are a good way to address pressing issues so as to avoid a potentially stressful. They typically require little or no preparation.
Would a Formal Meeting be More Appropriate?
Formal meetings can include client, subcontractor, status reports, design etc. Often these types of meetings address issues of legal accountability, formal agreement on actions to be carried out and can save time if used efficiently, they usually need documentation.
What is the Meeting Cycle?
This starts with designing the meeting, which involves preparing agendas and minutes, nominating a chair, defining rules of behaviour and setting the time, place and duration. Next stage is to conduct the meeting, including reviewing the agenda, discussing items, identifying follow-up activities, and possibly drafting an agenda for the next meeting. The third stage involves carrying out all the activities committed to during the meeting, followed finally by collecting information to design the next meeting.
What is the Typical Format of a Meeting?
Meetings should generally be conducted in a structured order starting with a review of the agenda. The agenda should contain details of all topic presenters, the meeting purpose, items to be discussed and the actions required, such as decisions and announcements. The items are then opened up for discussion and any follow-up activities identified. After the meeting is evaluated a draft agenda for the next meeting may be created.
What are the Main Roles?
There are two main roles; the chair, or facilitator, and the minute taker. The chair formally guides the meeting through the agenda and controls the meeting. They should keep discussions flowing, prevent domination, encourage involvement and ensure results are achieved. The minute taker produces the official record of the meeting.
What if a Meeting is Geographically Impossible?
A telephone or video conference might be the only feasible option. These types of conferences can be hard to line up, particularly when big time differences are involved, but they can work when guidelines are set in place.
The module Meeting Management counts towards your CPD points requirement for your builders license.