Food and Agriculture Organization of the United Nationsfor a world without hunger
Fisheries and Aquaculture Department
Completing nearly all steps of the EAF planning process will require meetings. These will include meetings between the EAF project team, internal meetings within the agency, meetings of stakeholders, and also meetings between the project team and key representatives of other stakeholders. The tips outlined here should improve the operation of these meetings which should assist the entire EAF planning process.
The distinction between meetings and workshops is not absolute but in general meetings will generally have a very clear predefined agenda with limited numbers of people involved (< 10) that are often dealing with the administrative aspects of the planning process, not so much with the imaginative aspects. Having efficient meetings to get the administrative aspects dealt with are vital to having the EAF planning process progress in an effective and timely manner.
The basic structure for most types of meetings is outlined below but this assumes you have considered properly and decided that the meeting is necessary.
The appendix includes more detailed outline of tips for effective meeting preparation; meeting processes and meeting follow-ups.
There are now online tools to assist with determining the availability of people to attend meetings; this is especially helpful if they involve people from a number of agencies or locations.
Try and ensure that the meetings are kept to a minimum and focus on the EAF process and not digress too far into other issues.
Meetings are one of the most common forms of consultation but are still often not completed well. These tips are based on best practice across a number of different sectors.
Project meetings should be able to be undertaken at low cost except for people’s time and the costs of having an executive officer who is responsible for the administration of the meeting – sending our agendas keeping minutes/outcomes and following up on actions. . The cost may increase if project partners who need to attend are not in the same location.
The main capacity requirement for good project meetings is to have a good meeting chairperson and an executive officer who will ensure the meeting administration is completed.
Low – Moderate
The participants should bring along al the knowledge that is necessary. This may include the need to generate background papers.
These project meetings are not designed to have a high number of participants – workshops are better for that. They are designed for the key people responsible for the completion of different activities to meet and discuss progress.
They should only occur for a maximum of three hours or people will begin to lose focus but the preparation time and follow up work may take a few weeks to complete.
Source of Information
Tips for better meetings:
With all the different calendars making appointments is often a huge task. There are web tools that make the process a lot easier. Someone chooses a number of suitable dates; other invited participants indicate which dates suit them.
Summary of Tips for Meetings (sources - http://nancysylvester.com/docs/Resources/articles/effective_meetings.html, http://humanresources.about.com/od/meetingmanagement/a/meetings_work.htm)
EFFECTIVE MEETING PREPARATION HINTS & TIPS
Effective Meeting Process Tips
Effective use of meeting time keeps the meeting focused and also builds enthusiasm for the topic. The sense of accomplishment generated from participants creates synergy through dynamics coordinated through a well-defined and effective meeting. The end result of a well-facilitated, dynamic meeting sets the stage for follow-up of measureable goals, and will ultimately produce meeting results.
End the meeting on time
Effective Meeting Follow-Up Tips
An effective meeting continues after is over through a follow-up process. The follow-up activities after the meeting keeps the energy created during the meeting focused on action items developed during the meeting and accomplishing goals stated in the meeting.