Delegates Handbook

Running a formal workplace meeting
Preparation
Before the meeting:
• arrange for those involved to meet and discuss the
conduct of the meeting
• clarify the purpose of the meeting
• specify the type of the meeting e.g., lunchtime, stop
work
• book the venue
• promptly notify members and promote the meeting
(where and when) via posters, email or leaflets –
remind members the day before or on the morning
of the meeting.
• invite non-members to come along, are they
interested in joining?
• arrange for any equipment or material that may be
needed (e.g., butcher’s paper, overhead projector,
handouts)
• decide how you wish to conduct the meeting - how
formal or informal (if formal, be familiar with the PSA
meeting procedures)
• decide on a Chairperson, who will take the minutes,
and who will make any reports or put motions
• prepare an agenda and a rough time limit for each
item
• have copies of the last meeting’s minutes ready (if
appropriate).
The meeting agenda should include:
• opening and approval of agenda
• apologies
• minutes of previous meeting
• business arising from those minutes
• correspondence
• business arising from that correspondence
• reports
• general business
• closing.
Begin the meeting
Chairperson should open the meeting, welcome
everyone and acknowledge country
Then outline the:
• purpose of the meeting
• procedure that will be followed
• agenda, including timeframes
• ask for disclosures.
If you think you will have the time, ask for any
additional items or deal with extra matters under “any
other business”.
During the meeting
• introduce the person to give the report
• invite questions
• clarify issues, options through discussion
• seek a motion to resolve the issue
• take a vote and explain what will be next
• explain how the result will be conveyed to members
• close the meeting.
The Chair
An informal meeting may have a facilitator instead of
a Chair to help keep track of time for each item. But
formal meetings must have a Chair.
The Chair should also:
• ensure everyone has an opportunity to participate
• anticipate concerns and make sure they are
channelled constructively
• canvass views and test support for various options
• summarise regularly
• identify areas of agreement and disagreement
• keep the meeting to the declared time limit - this
avoids members leaving before a resolution is voted
on.
Reports
Those giving reports should be advised of the time
allocated for the task.
A report which is “received” does not commit the
meeting to action. However, a report that is “adopted”
indicates general approval of the course of action
recommended or taken.
Motions and amendments
The business of the meeting is conducted through
debate, shaping and determining a motion and then by
voting on motions or resolutions.
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