Meetings: Formal Procedures for

Well organised meetings will often consist of several formal procedures:
1. Preparation. This will include ensuring the date, time, venue is planned. Making sure the meeting has a clear aim and the agenda items are identified, prioritised and times allocated for each, and are relevant for discussion. Sending out invites, appointing / confirming the chairperson, and providing previous minutes, notes and supporting documents. Food and drink requirements. Health and safety requirements.
2. Managing. Ensure all agenda items are covered; noting apologies for those who cannot be present, taking minutes / notes (there will be a meeting secretary (possibly the organiser), or a person nominated, or volunteered, to undertake this role). It is important to ensure that all decisions are accurately recorded. Maintain a suitable timescale to ensure the meeting finishes when planned. Where items cannot be satisfactorily resolved then agreement should be made for how it is to be addressed, e.g. at a future meeting. Set a date, time and venue for the next meeting. Ensure attendees have the relevant information to make claims for travel, expenses and attendance fees, where appropriate.
3. Chairing. This is part of managing a meeting, but the chairperson has formal responsibilities, including opening a meeting, welcoming attendees, for maintaining control of participants, calling for motions and support thereof, advising (or agreeing) when to take breaks. They can also re-arrange the sequence for dealing with agenda items, encourage constructive discussion to take place and can help summarise discussions and action points. They will also often close the meeting making sure attendees are thanked for their input and support.
4. Follow-up. Send out minutes/notes/action points (and who is to carry out the relevant actions) to members and other approved parties. Carry out your own required action points.