A BUSINESS MEETING:

A BUSINESS MEETING:

Break out session held at

National Newcomer’s Council of Canada AGM – October 13, 2007

Part 1: Points to consider before calling a meeting:

What is the purpose of the meeting? Is there an expected outcome?
Who should be invited?
Will a quorum be required?
Will materials need to be provided so that participants may come prepared to make decisions at the meeting?
How much notice needs to be given?

Part 2: Developing an agenda

Determine who will chair the meeting?
Ensure that there will be enough participants to make the meeting worthwhile. (Quorum – what is the right number for this particular meeting?)
Who will record the meeting? In what format? Formal notes or action items? Will the record need to be distributed and approved?
What topics are absolutely necessary? What are optional?
How much time will be needed for each topic? For the whole meeting?
Send the agenda to those identified in part 1 – who and how much notice will be important here. Ensure that there will be enough participants to make the meeting worthwhile.

Part 3: Holding the meeting

Welcome participants and review the agenda with them. Have participants introduce themselves if necessary.
Set the tone for informal or a more formal discussion: motions required?
Provide participants with meeting norms: is it a conference call or in person meeting? Conference callers should identify themselves when speaking and participants should not speak over top of each other, regardless of format.
Set boundaries for the discussion: what is in and out of scope for the various topics?
Include a review of past business, approve meeting minutes from previous meetings if appropriate; address action items
Proceed with meeting, staying on topic but being careful and respectful to include all present that have something to contribute. Avoid anything that might be out of scope for the purpose of the meeting, putting interesting items in a “parking lot” for another meeting.
Stay on time.
Summarize each topic before moving on. Define action items and who is responsible.
Ask for new items of business – determine whether they may be addressed or whether they should be carried over to the next meeting.
Ask for new business items.
Discuss next steps and determine the timing for the next meeting, if required.
Adjourn.