How to prepare and conduct a meeting

1. How to prepare and conduct a meeting Professor N. Sartorius Geneva

2. Prepare an agenda for the meeting • The agenda should be sent to all well in advance of the meeting • Each item should be accompanied by an annotation • About the time estimated • About the background material • About the goal expected (Di, I or De) Professor Norman Sartorius, 2007

3. Agenda: appearance Professor Norman Sartorius, 2007

4. Agenda • The presentation of the Agenda should be short and draw attention to priorities • Order of items is the chairman’s prerogative • Avoid items such as « AOB », « Miscellanea », « Other matters » • Do not surpass the time announced Professor Norman Sartorius, 2007

5. Annotated agendas • It is useful to have a brief description of each item, e.g. • « Item 8. Attendance at the Congress Several members of the department have completed their studies and could present a paper at the next Congress. Needs of the department and restriction of travel budget allow only one out of five proposers to go to the Congress. Suggestions about handling all of the papers would be useful. » Professor Norman Sartorius, 2007

6. Working and background papers • Working papers are brief, contain a statement of the problem or problems and enumerate options possibly listing their advantages and disadvantages (1 – 5 pages) • Information/background papers are provided for reference, not for reading • Illustrative materials are not distributed. Professor Norman Sartorius, 2007

7. Arrangements before the meeting • Seating is important: assign seats in advance • Prepare an agenda for the meeting carefully • Read background materials and talk to relevant people beforehand about the items Professor Norman Sartorius, 2007

8. Seating is important… Windows 3 2 4 1 5 Door 6 12 7 11 8 10 9 Door Door Professor Norman Sartorius, 2007

9. Seating is important… 1 4 13 12 11 10 1 2 3 9 8 4 5 6 7 Professor Norman Sartorius, 2007

10. Conduct of the meeting • The Chairperson should guide the meeting • Questions will extend discussion, summaries will shorten it if they are not too early • Everyone has the right to ask to speak • The Chairperson is not obliged to let the discussions continue Professor Norman Sartorius, 2007

11. The time budget • Meetings should be divided in sessions, in sofar as possible self-contained, not linked in chains • A session should not last longer than 90’ • Presentations of items on the agenda should be as short as possible, not longer than 10 minutes (if necessary items should be split) Professor Norman Sartorius, 2007

12. Things to avoid • Changes of places by the participants • Moves of furniture or other disruptions of the enviroment of the meeting • Private discussions • Chairmen who do not know their trade • Too large agendas • Too many meetings on the same topic Professor Norman Sartorius, 2007

13. Conduct of the meeting • Nobody can be attentive for too long: the Chairperson should find ways to interrupt monotony and fatigue • By an extra break • By an interesting story • By postponing the discussion of some items on the agenda Professor Norman Sartorius, 2007

14. Ending the meeting • There should be a report of the meeting: and during the meeting the Chairperson should formulate conclusions/decisions • The meeting should end by thanks to all who deserve it (and not to others) and a clear description of the follow-up Professor Norman Sartorius, 2007