POINTS TO CONSIDER WHEN PLANNING A MEETING

POINTS TO CONSIDER WHEN
PLANNING A MEETING
It’s no secret that Scouting can require lots of meetings. A meeting can make or break the planning
and decision making process for an event, activity or project. Meetings can inspire people to work
hard to meet the goal or help to decide to tune out, and can help build an inclusive team or alienate
people.
This factsheet provides a basic overview of how to plan an effective meeting and introduces you to
the considerations you need to take into account when planning and structuring information to help
you run successful meetings that are purposeful and guide a group to achieve its goals.
Considerations include:
• What is the purpose of the meeting?
• Who is to attend the meeting?
• Are there any guests?
• Where will the meeting be held?
• Is it always the same place or can it move to different venues?
• Is the meeting place clean, cheerful and accessible?
Is there a set date for the meeting?
If your meetings are always held on the first Monday of the month it will always be convenient and
inconvenient for the same people. Having set dates, gives as much notification as possible.
It is good practice to circulating the year’s meeting dates in advance as this means that space is
allocated in the diaries of your members. Do not cancel a meeting unless you really have to and if you
do, give people as much notice as possible. However, don’t have a meeting if there is nothing to
discuss.
Compile and issue an agenda.
The GSL and Group Chairman should prepare the agenda in consultation. When preparing the agenda
the previous minutes should be consulted for items to be followed up under the agenda point
‘matters arising from the last minutes’. Major discussion points should have their own place on the
agenda.
Ensure there are enough items to make the meeting worthwhile. See our factsheet called ‘How to
create an effective agenda’ for more information on agenda planning.
Where to hold your meetings.
Sometimes there will be uncomfortable discussions that happen or need to happen. By having a neutral
meeting place it means that everyone can come and go and not have to live with memories of a bad
meeting in their living room. Use the Group’s meeting place or find a local venue that is prepared to
donate a room for your meetings. Be careful though; trustee and business matters should not be
discussed in the lounge bar of the local pub. These are confidential matters that should not be
discussed in such a way. You could always adjourn there afterwards, If necessary.
Consider providing refreshments.
This could be before the meeting, between items as a break, or afterwards to allow for a friendly
exchange of news.
Starting the meeting
People volunteer their time and it is important not to waste it. Start the meeting on time, you will find
that people are more likely to volunteer if they know that all meetings are finished in two hours or
under. Control the running of your meeting so that you always start and finish on time so those
attending will know what commitment they are making and can make plans for transport, etc.

FORMAT OF A MEETING
Open (or close) with a reading or prayer.
Apologies for absence. Keep a note of attendance so those not present can be updated later. (Is it
always the same people who do not come? If so, why?)
Minutes of the previous meeting. Circulate these in advance so people have a chance to read
them. (A ‘Minute Secretary’ could take minutes during the meeting.)
Matters arising. An opportunity to follow up on any item or questions that were asked at the
previous meeting. (But not to have the discussion again!)
District/County. There may be information to be passed on from the District or County.
Consultation. Any items which require feedback or views from the District. In turn, you can pass on
the responses to the County.
Future events. Not to plan in detail but to suggest ideas, put dates in diaries, select a sub-Committee
or responsible Group or person, hear progress reports and review previous events.
Training. Meetings are ideal opportunities to introduce a regular element of training. The topic will
depend on those attending but make sure it is relevant and fun for all, otherwise it will be seen as
boring or irrelevant.
Any other business. Items not placed on the agenda before the meeting.
Date, time and venue of next meeting.