Unit: Chair and lead meetings [Y/506/1924]

1 Be able to prepare to lead meetings

1.1 Identify the type, purpose, objectives, and background to a meeting
Staff meeting for example is a formal type of meeting with the purpose of
bringing different subjects into discussion and find a solution or a way of
coming to the solution in the future.
The purpose, time and place of the meeting should be communicated
beforehand so that everyone would know what the meeting will be about, when
and where it will take place. The purpose of the meeting will be for example:
monthly meeting to discuss as a full team the outcomes of the last month.
The objectives of the meeting can be for example: Mr. Cs financial situation.
Because mr. C financial skills are declining and hes facing difficulties in paying
bills and looking after himself.
1.2 Identify those individuals expected, and those required to attend a
meeting
For our staff meetings, everyone working at our service would be expected to
attend the meeting. The manager is required to attend and lead the meeting.
Senior support workers (including deputy manager) and support workers are
expected to be present because every one of them are key-workers for
nominated service users and therefore they know more details about the latest
events.
1.3 Prepare for any formal procedures that apply to a meeting
When everyone has gathered for the meeting, the meeting leader will inform
everyone again about the purpose of the meeting, designate a minute taker,
attendance list is signed, review the previous meetings agenda to review
outstanding subjects, and make sure that everyone is aware of the agenda of the
meeting that will be discussed.
1.4 Describe ways of minimising likely problems in a meeting
In our service and environment, we have to inform the service users that needs
us the most that we will be unavailable between the agreed time of the meeting
(usually 1 hour). We have to make sure that the staff meeting is not overlapping
any other meetings or appointments of others.

The shift leader of the day should make sure that staff will be aware of time of
the meeting and they will be available in time.
1.5 Take action to ensure that meeting documentation is prepared correctly
and distributed to the agreed people within the agreed timescale
In our service, we usually display the agenda in the main office few days before
the meeting takes place for the staff so everyone can have a look at the points
that needs to be discussed and the staff can also add subjects on the list or
inform the manager about it and they will be included in the meeting.
2 Be able to chair and lead meetings
2.1 Follow business conventions in the conduct of a meeting
The meeting leader should start the meeting in time, welcome everyone, state
the purpose of the meeting, designate the minute taker and list apologies for
absences, review the last meetings minute and discuss outstanding subject,
proceed through the agenda and discuss and discuss possible action points. Give
everyone the chance to contribute without interruption and offer them time to
state their point of view and ideas.
2.2 Facilitate meetings so that everyone is involved and the optimum
possible consensus is achieved
The leader should invite everyone to have a saying in many of the subjects. For
example, when it comes to our services finances and trying to spend less
money on stationaries or petrol, everyone can offer their point of view and
discuss. When it comes to service users the keyworkers are encouraged to lead
the discussion but also everyone to contribute.
2.3 Manage the agenda within the timescale of the meeting
The agenda is important to be fully covered within the timescale of the meeting.
Any off-topic subject should be limited. The most important subjects on the
agenda should be covered at the beginning of the meeting. The actions that
require further discussion should be noted and approached after the meeting or
at an agreed time either in a 1-1 meeting or quick discussion during the morning
handovers.

2.4 Summarise the agreed actions, allocated responsibilities, timescales and

any future arrangements
At the end of the meeting it is important to review the key points discussed and
the agreed actions, to make sure that everyone knows who is allocated which
responsibilities, the agreed timescale and also any future arrangements.
3 Be able to deal with post-meeting matters
3.1 Take action to ensure that accurate records of a meeting are produced
and distributed in the agreed format and timescale
The next few days after the meeting, the minute will be completed by the
designated person and it will be displayed in the Updates file where all staff
members will have to sign the Compliance form after they will read the minute
of the meeting. The minute is completed using the standard format of the
service.
3.2 Take action to ensure that post-meeting actions are completed
The manager should make sure to gain informal feedback from staff after the
meeting because this is useful for improving meetings efficiency and
effectiveness. The manager should monitor the actions agreed during the
meeting and make sure they are successfully done in the agreed time. Offer
support when required or extend the timescale if needed.
3.3 Evaluate the effectiveness of a meeting and identify points for future
improvement
An effective meeting is the one that is treated formally by everyone attending it
and the results achieved based on the outcome of the meeting.
To identify points for future improvement the manager should get verbal or
written feedback from people attending, gather the information and find ways of
improving.