Preparing participants 

Participants will be able to contribute more effectively if they are well prepared. They need to know:

• the subject and purpose of the meeting
• the agenda for the meeting
• what is expected of them, for example, 'I would like some ideas' or 'Please bring your latest sales figures'
• the time and place of the meeting, and how long it is expected to last.

Rescheduling or cancelling a meeting

By law, once formal notice has been issued for meetings required by statute, the meeting must be held – it cannot be cancelled.

For less formal meetings, good manners and courtesy should be your guide to cancelling or rescheduling. Communicate any changes to participants immediately. This can be done by email, phone, memo, internal mail, mail or hand-delivered message.

Don't forget to cancel or change the room, equipment and catering arrangements.

Using the material listed in the ValleyView Library, or any other resources, find out what the procedure is if a formal meeting cannot proceed.

In the ValleyView Meeting room, under the topic Cancelling a meeting, post a comment about whether you think this is the ideal procedure. Is there a way to improve it? Reply to at least one other posting in this topic providing constructive ideas.

Use the menu below to continue.

 Setting up a meeting