Calling a Meeting

Calling a Meeting
There are a number of ways that you may call or be called to a meeting. Some meetings are announced by e-mail, and others are posted on bulletin boards. If a meeting is announced at the end of another meeting, it is important to issue a reminder. A reminder can also come in the form of an e-mail or notice. Verbal announcements or reminders should always be backed up bydocumented ones. The date, location, time, length, and purpose of the meeting should be included. It is also important to indicate exactly who is expected to attend, and who is not. If you are planning on allocating someone to take on a certain role, make personal contact with that person to inform them of his or her duty.
Sample E-mail:
To: jane@paristours.com
cc: kana@paristours.com;thomas@paristours.com; nolan@paristours.com
From: pierre@paristours.com
Subject: Meeting
Hi Everyone,
We will be having a meeting next Friday from 2:00 PM-4:00 PM in Room 3.
All supervisors are expected to attend. The purpose of the meeting is to
discuss the upcoming tourist season. As you probably have heard, this
could be our busiest season to date. There are already twenty bus tours
booked from Japan,and fifteen walking tours booked from North America.
We are also expecting Korean and Australian tours in late summer. Please
make arrangements to have other staff members cover your duties during
the meeting.
Thank you,
Pierre

Writing an Agenda

In order to keep the meeting on task and within the set amount of time, it is important to have an agenda. The agenda should indicate the orderof items and an estimated amount of time for each item. If more than one person is going to speak during the meeting, the agenda should indicate whose turn it is to "have the floor". In some cases, it may be useful to forward the agenda to attendees before the meeting. People will be more likely to participate in a meeting, by asking questions or offering feedback, if they know what is going tobe covered.
Sample Agenda:
|1 |Welcome, Introduction: Pierre and Stella (5 minutes) |
|2 |Minutes from previous meeting: Jane (10 minutes) |
|3 |Japan Tours: Pierre (15 minutes) |
|4 |N.A. Tours: Pierre (15 minutes)|
|5 |Korean Tours: Pierre (15 minutes) |
|6 |Australian Tours: Pierre (if time allows 10 minutes) |
|7 |Feedback from last year: Everyone (15 minutes) |
|8 |Vote on staff picnic: Everyone (15 minutes)|
|9 |Questions/Closing remarks/Reminders: Everyone (5 minutes) |

Opening a Meeting

Small Talk

Whether you are holding the meeting or attending the meeting it is polite to make small talk while you wait for the meeting to start. You should discuss things unrelated to the meeting, such as weather, family, or weekend plans.
Sample Dialogue:
Pierre: HiThomas. How are you?
Thomas: Great thanks, and you?
Pierre: Well, I'm good now that the warm weather has finally arrived.
Thomas: I know what you mean. I thought winter was never going to end.
Pierre: Have you dusted off your golf clubs yet?
Thomas: Funny you should ask. I'm heading out with my brother-in-law for the first round of the year on Saturday.

Welcome

Once everyone has arrived,the chairperson, or whoever is in charge of the meeting should formally welcome everyone to the meeting and thank the attendees for coming.
• Well, since everyone is here, we should get started.
• Hello, everyone. Thank you for coming today.
• I think we'll begin now. First I'd like to welcome you all.
• Thank you all for coming at such short notice.
• I really appreciate...