1. Chapter: 5 Organizing Meeting and Conference

2. Meeting Meetings are unpopular because they take up time, usually that of many people. However, there are good and bad meetings. Meetings can be an excellent use of time when they are well run.

3. Key to a successful Meeting Run your meetings, as you would have others run the meetings that you attend. Be prepared and ensure participants can be prepared by providing relevant documents in advance.

4. Key to a successful Meeting Start the meeting on time and end it on time (or even early). Stay on topic. Don't hold unnecessary meetings Wrap-up meetings with a clear statement of the next steps and who is to take them.

5. Meeting room arrangement Theatre Style Leader has great power by position. Participation and interruption by audience is limited.

6. Meeting room arrangement U-Shaped Style Equality of membership. No doubt who is the leader. Good visibility for visual aids.

7. Meeting room arrangement Circle Style Democratic: equality is stressed. Great visibility by participants. Body language obvious. Excellent participation

8. Meeting Preparation Before the meeting Select the day, time, and length Confirm the location Prepare an agenda and all necessary supporting materials. Check all last-minute details

9. Checking Last Minute Detail Telephone Accessible copying machine White board and eraser Overhead or LCD Projector

10. Checking Last Minute Detail Extra copies of material being used Video Equipment Water glass for speaker

11. Meeting Preparation During the meeting Greet visitors Take minutes and provide special assistance when needed.

12. Talking Minute Date, location and time of day the meeting was held Name of Presiding officer Kind of meeting (regular, special, board, executive, committee)

13. Talking Minute Name of member present and absent (group of under 20 people) Order of business as indicated on the agenda Motion made

14. After the meeting Prepare minutes Note any problems for future reference File minutes and other materials. Draft acknowledgments and letters of appreciation.

15. Videoconference Arrangement Arrange a time when all participants can be at their telephone or in a teleconference setting. Reserve any special equipment needed. Reserve the teleconference facility

16. Videoconference Arrangement Confirm the meeting, giving special attention to differing time zones Send out an agenda, report, graph, and other material in advance. Check with conference operator before the meeting begin.

17. Videoconference Arrangement Be alert to special need or problem, such as a participant going off-line during the meeting. Take note, review the meeting at its conclusion to prepare a summary.