Setting up a meeting

Arranging a date and time

There are several things to consider when selecting a date and time for a meeting:

time is allowed for preparation
This includes allowing time for:

preparing the agenda and any materials for your presentation

participants to get an idea of what is going on and what they are expected to contribute

the dispatch and delivery of any documents to participants.

the majority of participants or key players will be available
There's no point setting a date if nobody is going to be aroud. Even if most of the participants are available, there is no point in having a meeting if the key people can't be present.there is no indirect discrimination against members or potential members of the group
Those with primary care responsibilities in their families might be unable to attend meetings outside of normal working hours. They may not be able to attend a breakfast meeting or a meeting scheduled after hours. Arranging a meeting outside of normal working hours would be an example of indirect discrimination.the most suitable days and time are chosen
While some people may say they are 'just not a morning person', it is better to hold a meeting in the morning before people become too caught up in their work. This way they are able to focus better on the purpose of the meeting. Holding a meeting late on a Friday afternoon may not be a good idea. People are probably already thinking about the weekend or may be panicking about the work they haven't completed. Also, any actions decided by the meeting won't be taken until after the weekend, and the opportunity for 'striking while the iron is hot' will be lost.business and pleasure are kept separate.
A meeting combined with a lunch, dinner, drinks or a formal reception can often have disappointing results because people are more interested in 'catching up' than with the meeting. Socialising is fine, but not when you are trying to conduct business at the same time. If you are going to have a meeting in this format, ensure that business is dealt with first and try to have adjoining rooms – one for business, and one for meals and socialising.

Note: There may be cultural differences to consider. Some cultures prefer combining social occasions with business as part of the trust-building process.

audio

script

On the Move meeting arrangements

Listen to or read this scene from ValleyView Publishing.

Work out a suitable day and approximate time for the meeting. Click Done when you have finished

Done

A timeline needs to be drawn up for the content development of the Wineries for Wheelies project, including deadlines for first and second drafts. A meeting needs to be held to decide this, and it needs to be held by Friday the 25th. It is now Friday the 11th.

Have a look at the project team list . Who should be at the meeting?
When should it be held?

Team listWineries for Wheelies Project Steering Committee:

Pia Andanopolous – Community Liaison Officer, Tertiary Students in Wheelchairs Association

George Van Heusen – Manager, Acquisitions, ValleyView Publications

Sophia Ksyu, Manager, Editing and Publishing, ValleyView Publications

Carter O'Brien – Manager, Mobility Issues, Equal Opportunity Commission

Dean Arrowsmith – Chairperson, Association for People with Restricted Mobility

Nance Richardson – Secretary, Carers for the Aged Association

Song Wang – Administrative Officer, ValleyView Publications

Lily Tan – President, Wineries Association of Australia

Helmut Hanphy – Marketing Manager, South Australian Tourism Board

Cissy Broadbent – Department of Family and Community Services

Christine Jones – Researcher

Cassandra Tait – Writer.

Availability between Friday 11th and Friday 25th:

Pia Andanopolous – available any time except Wednesday 16th

George Van Heusen – not available 14th, 15th 16th, 17th, 24th, 25th (meeting, conference and annual leave)

Sophia Ksyu – not available 15th, 16th, 17th (conference)

Carter O'Brien – available any time

Dean Arrowsmith – available any time

Nance Richardson – only available Wednesdays and Fridays

Song Wang – only available Tuesdays, Wednesdays and Fridays

Lily Tan – not available 16th, 17th, 18th (annual leave)

Helmut Hanphy – not available 21st, 22nd, 23rd

Cissy Broadbent – only available Wednesdays, Thursdays and Fridays

Christine Jones – available anytime

Cassandra Tait – not available 15th, 16th, 17th (conference).

Submit a list of participants and a date and time to your teacher.

Use the menu below to continue.

Setting up a meeting

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