Introduction
- This is our approach to all articles.
- The article outlines the benefits of dealing with meetings in a structured way, the guidelines and the types of agendas that are used.
Meeting Invite
- You will receive a meeting invite at an agreed time, via email.
- You are requested to acknowledge and confirm the receipt of invitation and advise your intention to attend or decline.
- The Agenda will be agreed at the start of the meeting or sent by email separately.
- All MS Teams meetings are recorded and a link of the recording and an audio-visual link will be distributed.
- All telephone meetings are recorded and a link of the audio recording will be distributed.
- There are two different types of meetings:
- Internal – only with the Avar Team.
- External – with you and the Avar Team.
- This can be via MS Teams Meeting or Telephone Conference.
Meeting Guidance
Before the Meeting
- These SSAPs apply to all meetings unless agreed otherwise.
- All meetings are by appointment and sent via Calendar notices.
- These will give details such as:
- The parties.
- Who is to telephone (if it is a telephone meeting).
- On which Number (if is a telephone meeting).
- Location.
- Topics to be discussed.
- Duration.
- Relevant attachments.
- All meetings have a default reminder of 15 minutes before the start.
- The Agenda is sent to all participants with the calendar invitation.
- Additions to the agenda must be made in advance if the option is available to participants.
During the Meeting
- Follow the Pre-arranged Agenda or that which is agreed at the start of the meeting.
- Adhere to the meeting duration.
- Allow time for Question and Answer session.
- Ensure all participant’s concerns and comments are voiced.
After the Meeting
- Recording is sent to all concerned parties.
- Agree the next course of action.
- Follow up on action points.
- Ensure all timetables are adhered to by all parties.
- Contact Us if you are unsure on anything.
Benefits of Preparation before the meeting
- Get the best results.
- As fast as possible.
- Without incurring further cost.
- Leave nothing out.
- Be quick and to “cut to the chase”.
- To make decisions.
- Research before the meeting to make better informed decisions.