Introduction
Whenever groups of people need to engage with each other and spend time discussing a strategy, or gaining a common understanding, or sharing a vision (amongst other things), a meeting is often the best way of achieving such communication (rather than non-interactive communication such as e-mail).
The approaches described in the rest of this Execution Plan can be used with all different kinds of group meetings, and many of the ideas are useful for structuring one-on-one sessions. Team members should find the approaches especially useful in preparing for day-to-day meetings as well as special briefing/planning workshops and events, regardless of the organisational role of the attendees (i.e. project team members, Project Managers, Sponsors, Stakeholders etc.).
This Execution Plan defines the requirements and planning at a generic level for all kinds of group meetings, and gives guidance as to the best kind of meeting method for the circumstance.
Requirements
At a minimum, every meeting must identify the following elements:
| Element | Description |
| Meeting objectives. | The objective(s) and purpose of the meeting. |
| Meeting format / style. | Workshop, teleconference, video conference, interview, etc. |
| Participants. | The group(s) or individuals who need to engage one another and spend concentrated time on the agenda items. |
| Roles. | Participants have clearly defined accountabilities, activities and desired behaviours in the meeting. |
| Logistics. | Logistics to consider include:room selections and bookings.room arrangement that accommodates the scheduled workshop activities.facilities needed (e.g. audio-visual equipment, flipcharts, teleconference equipment etc.).refreshments, tea coffee, lunch, accommodation etc. |
| ‘Ground Rules’. | Detail the ground rules that will prevail at the meeting – like the scope of the meeting, starting meeting sessions on time, whether people can just get up to get coffee, who will arbitrate, what level of minutes will be taken, whether keeping to the session times is paramount meaning that topic discussions will be cut when time expires etc.Detail the decision making approach that will be taken at the meeting. For example, whether the decision must be unanimous, or whether a majority agreement will be reached. |
| Agenda(Pre meeting) (see requirements below). | The agenda assists in:planning logistics by addressing who, what, when, how and how longdetermining the appropriate attendeesevaluating effective communication tools (i.e. presentations)determining what pre-meeting activities need to take place (e.g. prior distribution of meeting materials to decision-makers). |
| Minutes | Minutes document the discussions, decisions, pending actions and agreements reached during the workshop. |