Rainy River District School Board

Before the meeting

• book a meeting room
• order refreshments
• prepare an agenda with items in order of priority
• circulate the agenda
• check the room arrangements and audio-visual equipment
• ensure appropriate hand-outs or other materials are on hand

At the beginning of the meeting

• call the meeting to order at the designated time
• be certain there is a secretary present to record the minutes
• state the purpose of the meeting
• review and agree on the agenda
• estimate the amount of time to be spent on each item

During the meeting

• keep the group focused on its purpose
• monitor the discussion so that everyone has a chance to speak
• clarify and summarize the discussions, when appropriate
• assist the group in using appropriate procedures for decision-making, resolving conflict, etc.
• facilitate the discussion to bring out all sides of an issue
• move the group toward decisions
• check for consensus

At the end of the meeting

• make sure action plans, agreements, commitments and responsibilities are clear
• announce the date, time, and place of the next meeting
• identify the purpose of the next meeting and any items that will be on the agenda
• adjourn the meeting

After the meeting

• check with the secretary to be sure that the minutes are clear before distributing to members
• help others carry out the decisions made during the meeting