The saying goes that there are three requirements to make up an effective Committee – the right task, the right people and the right process.  The tasks much be clearly defined, the people have to be engaged and have the ability to complete the tasks given to them and finally the correct processes must be in place to ensure the tasks are completed efficiently. Committee meetings tend to be long drawn out affairs and can go on all day so the attendees need to be comfortable. The Committee chair will normally finalise the meeting’s agenda but you can certainly help by drafting the initial version.
Look through the previous set of minutes and add items to the agenda that have been carried over to this meeting.
Planning meetings well in advance will help the members of the Committee attend on a regular basis (or at least they will have less of an excuse to send apologies).
If you do write the minutes at Committee meetings refer back to my previous blog for handy hints and tips. Ensure the minutes are sent out to the Committee members as soon as possible and make them aware of any action points they have to complete and the date of the next meeting. I just want you to know that I have just discovered Practically Perfect PA and signed up immediately ! It provided quite popular so I thought I’d write a little something on working with Committees in general.

In most cases assistants will not be in a position to influence the tasks given to a Committee or the members that make up the group but they will have a huge influence over the process. If they are squeezed in to a room with uncomfortable chairs and no natural daylight they are probably not going to be as productive as they would be if they have plenty of space, are comfortable and can move around freely.
Also if there have been any relevant work or news within the company that needs to be discussed by this Committee and is part of their overall objective this should be added to the agenda. The meetings should be scheduled and in their calendars ideally for the entire year and resources required for the meeting such as conference calling details or presentation material should all be arranged in advance of the meeting date.
It can be difficult to actively engage in the meeting if you are writing the minutes but at the same time if any questions arise regarding the organisation of the meeting do give your opinion. Keep in touch with the Committee members during the interval between meetings, especially if they do not work directly with you.
This agenda template works on microsoft office OneNote 2007 or newer and available in Meeting Agenda templates. The minutes are the end product of a meeting but how do we ensure the meeting itself is well organised, productive and attended by the right people? Here are the steps we will be involved in and some advice on how we can make this part of the process more effective.

If you have overheard members of the Committee complaining about certain aspects of the room arrangement suggest to your manager that you change the location or at the very least introduce more breaks so that they are not in continual discomfort.
The agenda should also have regular items for discussion such as financials, operational activity, communications etc. This will show you are actively engaged in the organisation of the Committee and that you appreciate the input they have and decisions they have to make. I’ve worked with quite a few Boards and Committees over the years and have organised some worthwhile meetings and also some useless time wasting meetings so I understand the balance needs to be right and steps have to be followed to ensure the meeting is a success. Ensure the agenda and any supporting papers are sent out to the Committee members at least a week prior to the meeting.

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