Meetings and Policy Governance
In planning a meeting, an agenda is the key tool in ensuring that the attendee’s time is managed correctly. The purpose of the meeting needs to be printed clearly on the agenda, and this will be distributed to meeting participants prior to the meeting. Only items that will contribute to furthering the purpose of the meeting should be included in the agenda. As you plan a meeting, think to yourself “at the end of this meeting, I want to have….”.
There are no certain rules to a meeting process, however there are some tips and tricks that can be used to run more effective and efficient meetings.
The Annual General Meeting (AGM) is often viewed as a lot of work for not much return, however if approached correctly, the AGM can inject new ideas, enthusiasm and energy into a group. When time is taken to properly prepare for an AGM, it can be an opportunity to provide members, the general public, the committee and local media with an insight into the group’s current position and vision for the future.
A Policy is a statement of agreed intent that clearly and unequivocally sets out an organisation’s views with respect to a particular matter. It is a set of principles or rules that provide a definite direction for an organisation. Policies assist in defining what must be done. A Procedure is a clear step-by-step method for implementing an organisation’s policy or responsibility. Procedures describe a logical sequence of activities or processes that are to be followed to complete a task or function in a correct and consistent manner. Procedures can be produced in the form of: flowcharts; checklists; written; steps of the process. The key determinants of quality for your organisation or service should appear in your policy manual. A focus on the key determinants of quality will help contain your policy and procedure manuals to useful and manageable proportions.