How we hold succesful meetings (or at least try to..)

1. How often does green action have meetings, when, and where?

   Green action has a meeting every fortnight. The meeting usually lasts an hour or so. We have meeting room 5 booked every wednesday.

2. Who books the room for the meeting, and when do they do this?

   The meeting co-ordinator should contact the ARC via the reception or email, and block book a room at the start of every semester.

3. How will I know if the meeting place/date changes?

   The meeting co-ordinator will announce it to the lemail list.

4. Who can put an item on the meeting agenda, and how?

   Anyone can put an item on the meeting agenda. This can be done either in advance using the Writely or at the beginning of the meeting. Go to http://www.writely.com/ and log in as greenactionmaileater [dot] com, and have a look for the correct advance agenda. If you put an item on the agenda on the meeting and don't turn up then be aware that it might not be discussed!

5. What happens at the start of every meeting?

   1. The advanced agenda will be printed out and brought by the person who wrote the minutes for last meeting. If it is not possible for them to make the meeting then it is their responsibility to find someone else to do so.
   2. The advanced agenda will be passed round so people can add items to it. This sheet will then be used as the agenda for the meeting
   3. The meeting co-ordinator will select a facilitator and someone to take the minutes, preferably different people each time.
   4. The minutes from the last meeting will be read by the facilitator and agreed by those present. Anyone who has a task minuted will be asked for a progress report on that task.
   5. Every second meeting the financial co-ordinator will report on the status of the green action funds.

6. If I am the meeting facilitator, what should I do?

   Announce the first item from the agenda, then pass the floor to whoever put that item on, for it to be explained, and then everyone can discuss it. Be aware of the time; get the meeting started as soon as possible. During the meeting, if there are loads more items to get through and its getting late, say we should move on to the next item: occasionally you may have to propose we leave items to be discussed at future meetings.

7. What about if people begin arguing with each other?

   Arguments are not very productive: suggest we either go away and think about the issue and decide next meeting, or have a vote. Its very unlikely this will be necessary though. Usually the main problem is people talking over each other at large meetings. In this case, get people to put their hands up when they have something to say, and say who's turn it is to speak next, trying to get them in order of when they put their hands up, and making sure one or two people don't get to say more than everyone else. Don't worry too much though, everyone will be helping out to keep things on track at meetings!

8. How do I make an annoucement at a meeting?

   You can make an annoucement by adding it to the agenda, either before the meeting using Writely or at the beginning of the meeting. You do not have to be at the meeting for an annoucenemt to be made, however we would encourage it and if you are not at the meeting then your annoucement will be made at the discretion of the facilitator.