Introduction to Meeting

Prior to you making an opening statement or introduction, you should make a few checks to ensure the

meeting can commence and it will not be interrupted to sort any issues. You should make sure that

everyone who is expected to be present at the meeting has shown up. This could involve viewing a

singing sheet and comparing the names with the list of expected participants. You might also decide to

speak with a receptionist or person responsible for administration just prior to the meeting to establish

whether anyone has had to make a late cancellation. When meetings occur regularly and involve the

same employees, it should be more straightforward to recognise when someone is absent, and you may

be able to contact them to see if they are on their way.

The leader or facilitator may then remind the participants of

the objectives of the meeting and what should be achieved by

its conclusion. It is also important for people to be aware of

how the meeting will take place. Will there be a presentation

followed by a group discussion? Will each participant be given

a particular period of time to share their thoughts? Will a

brainstorming session take place where anybody can

contribute their opinions at any time? Regardless of the

meeting, as a chairperson for a meeting, you should remind

everybody of the ground rules.

Meeting rules could be stated in organisational procedures, and may include:

➢ Listen to others while they are speaking

➢ Avoid interrupting others

➢ Do not insult the opinions of fellow attendees

➢ Avoid dominating the proceedings

➢ Procedures for voting on decisions.