The Follow Up

Once the meeting is over it is important for the Meeting Chairman to follow up with his or her guests who attended. You want to make sure that the certain points addressed in the meeting are being utilized and that everyone is clear with what was asked of them. Some people may have left the meeting with some confusion on certain things, therefore this is their opportunity to clarify and verify with questions they may have for you.

Sometimes new ideas and thoughts will arise and things could possibly change from what was discussed. There may also be some problems, i.e. things might not have worked accordingly or as expected to, therefore, a new plan of action needs to be sent out. Lastly, you want to make sure all of the tasks have been started and are on their way to completion!

The follow up can be face to face, by phone call, by email, or even a memo that restates information discussed. However you prefer to contact the person is totally up to you!

Who Does What?

It is important for a meeting to have structure in order to run smoothly. In saying this, there will be people with different roles and jobs for that particular meeting. Not only one person can be in charge of the entire meeting (unless it is very small with minimal people), because there may be lots to plan. The following are the most common roles people could have for an effective business meeting:

1. The Meeting Chairperson: The main roles of the meeting chairperson are to plan, coordinate, manage, facilitate, lead, and contribute ideas in discussion.
2. The Minute Taker: The main roles of the minute taker are to coordinate the agenda, write the agenda, take notes, record the discussion, and be the team communications facilitator.
3. The Time Keeper: The main role of the time keeper is to be aware of the time left in each section or discussion topic of the meeting. Uses the agenda to follow the time frame given for each discussion topic and makes everyone aware of how much time is left.
4. The Workshop Facilitator: Specific roles of the workshop facilitator may be to facilitate a mini workshop, plan/lead a special project, and act as that project manager. Informs everyone on deadlines and responsibilities for possible upcoming projects.
5. The Participant: Main roles of a participant are to contribute in discussion and brainstorming, participate in a special project given by a Project Manager, and be an effective listener.

I would love to attend a meeting that is well organized with role-specified people. I believe it will be more effective to everyone in the meeting and everything that needs to be covered will be completed in the exact time frame.

Which role would you take when planning or attending a meeting? Would you want to take the lead as the Chairman? or sit back and relax as a participant or time keeper? Feel free to comment below!