Meeting Rules & Objectives
Adding some guidelines to the meeting lets everyone know what is expected of them in the meeting.
Harry, would you mind taking the minutes?
The meeting has to finish at 3pm sharp
We’ll have to keep each item to ten minutes
You each have 5 minutes to present your topic
We’ll first discuss the agenda points and if we have any time left over, we can discuss other outstanding issues
TIP: “Outstanding issues” mean problems that exist or other important topics
Do mention when you would prefer that the participants ask their questions.
Please wait until the end of each presentation/the meeting to ask your questions.
I suggest that you keep your questions till the end of the meeting/presentation.
I would appreciate you hold off on asking your questions till the end of the meeting.
You’re welcome to ask questions whenever you want.
It is important at the beginning of the meeting to show the agenda of the meeting so that everyone is aware of what will be discussed and can easily follow the meeting.
It is more efficient if the agenda is sent before the meeting, so that participants have time to prepare for the meeting. You can make prints of the agenda for everyone or show it on the screen if you have a video projector.
To talk about the agenda, start with the objective of the meeting and state the subject points, and if relevant, the participants who will present something.
We’re here to finalise the preparations for the visit of Munk Associates.
We’ll start with …
Then we’ll go on to discuss the …
And finally …
As you can all see here on the agenda, we’re here to discuss the organisation of the new project.
First we’ll look at…
After that Simon will present …, followed by Nancy for the ….
Next, we’ll assign the roles for…
To end, there’ll be…
The main reason of this meeting is to…
Let’s begin with…
We’ll continue with
And finish by deciding on our next…
Do not go into too much detail when you talk about the agenda.