Meeting efficiency has a direct effect on the productivity and success of Tayside Contracts. One of the main factors driving meeting efficiency is meeting etiquette displayed by attendees. A meeting is as successful as the positive contributions made by its members. There are various ways you can contribute to a meeting, sometimes in a formal way (as chair, vice chair or scribe) and also through informal ways such as speaking, summarising, guiding a small discussion, or asking questions to clarify what you have heard.
In Tayside Contracts, we have adopted seven practical steps that will make a difference to meeting effectiveness; as well as a quick checklist to bring them all together, and a summary of Guidelines. It is expected that we will follow these, to ensure the effectiveness of our meetings, and communications with each other.
Keith McNamara, Managing Director
Practical Steps
Meetings are for the benefit of all, and no one person has the right to dominate or be disruptive. People should be addressed courteously and should feel comfortable enough to make their contributions.
Whilst the Chair is finally responsible for managing the meeting, it is everyone’s responsibility to make the Chair’s job as smooth as possible, for the good of all. The Chair will aim to ensure that meeting times and agenda items are managed well so that everything can run to time. They also need to manage contributions, keep contributors from repeating themselves, and ensure a few individuals do not monopolise the time. This will ensure that equality and courtesy are maintained.
Anyone who attends meetings (whether held in public or in private) should be aware of other people’s rights to be treated with courtesy. Nobody should feel bullied or insulted or be verbally attacked by another member. Should one member disagree with another, then there is a friendly and courteous way to disagree.
Practical Steps
Those wishing to speak should signal their intention to the chair and wait to be invited to speak. Before speaking, you should construct the points to be made and stick to them, speaking for as short a time as possible without repetition whilst using clear, acceptable non-defamatory language. If you fail to make all your points, it may not be possible to have another chance to speak if a lot of people are waiting, so it is advisable to make a quick note of main points to be made. The Chair may need to take a firm line with people who speak without waiting for an invitation; but the Chair will also need to be aware of any difficulty, for example sight or hearing impairment, that may affect a person’s perception.
The Chair has a duty to tackle disruptive practices, first by warning offenders and then, should the behaviour persist, by asking the meeting attendees if they are happy for the Chair to ask the offender to leave. This would always be a last resort.
In group discussion, each participant should make space for all others who want to have a chance to contribute. Someone giving feedback on behalf of a group, should first check with others that the summary is an accurate reflection of what was said.
Guidelines
In addition, Tayside Contracts adopts the following meeting guidelines:
Distribute agenda items ahead of time. Ensure the agenda, reports and all relevant documentation are distributed to participants at least 5 days before the meeting. This allows everyone sufficient time to review and prepare for the discussion.
Come prepared. Review all pre-meeting materials, gather necessary information and be ready to contribute to the discussion. Ensure you understand the agenda and are prepared to discuss each item.
Be punctual. Arrive on time and be prepared to start the meeting as scheduled.
Respect others’ opinions. Listen actively without interrupting, and respect different perspectives.
Stay on topic. Focus on the agenda and avoid going off on tangents. Stick to the subject being discussed.
No multitasking. Avoid distractions such as checking emails or using your phone. Stay engaged in the meeting.
Guidelines
Technology etiquette. (In virtual meetings) make sure you are visibly present at the meeting, as if you were there in person - switch your camera on. Mute your microphone when not speaking. Ensure your equipment works properly before the meeting starts.
Be concise. Keep your contributions clear and to the point. Avoid rambling or repeating points.
Encourage participation. Ensure everyone has the opportunity to speak. Avoid dominating the conversation.
Confidentiality. Respect the confidentiality of the discussions, especially if sensitive information is shared.
Stick to the agenda. Follow the planned agenda and time limits for each item. Avoid introducing new topics without prior notice.
Follow-up. Agree on action items and next steps before the meeting ends, and ensure they are documented and followed up on.
End on time. Respect the agreed end time and work towards concluding the meeting within the timeframe.
Checklist
Here’s a checklist of activities you could go through before the start of your meeting. They give you a clear summary of what everyone should expect to be able to do, and how they can expect to be treated.
Ask yourself ‘Have I…’
Read the minutes
Checked the agenda
Made notes on what I want to say
Got written responses to anything I’ve been asked to reply to Arranged to be there for the whole meeting
Tell yourself ‘I will…’
Really listen to what people say
Leave my own problems at the door
Compliment the work of other members
Make my criticisms constructively
Make at least one well-prepared contribution
Enjoy myself
For further guidance or clarification please contact your line manager in the first instance. November 2024
