Effective meeting tips: format - topic - agenda

1. Select the meeting format you will use for this assessment. For example, face to face,online video or telephone conferencing.
2. Select the meeting topic. For example:
A discussion of new products to be launched
Specific WHS issues in the workplace or neighbourhood
Organising a family function, for example a holiday, a wedding, anniversary or birthday celebration
3. Outline the meeting arrangements, include the following details:

Meeting venue/room and if a booking is needed
Catering required
Equipment and documentation needed
When you will send meeting invitations
When you will dispatch the meeting agenda and other documentation
4. Notify the meeting participants. You will need to:
Prepare an agenda for the meeting
? Prepare a meeting invitation or meeting request to send to the participants.

5. You will now be ready to conduct the informal meeting. You must be the chair for this meeting and the meeting must run for at least 20 minutes. Ensure that you:
Keep the discussion focused on achieving the meeting’s objective
Follow the meeting agenda
Ask one of the participants to take draft minutes and record the decisions made during the meeting.

6. After the meeting, you must prepare the minutes using a standard layout. Refer to the textbook and the OLS for examples. Using the notes from the meeting prepare a final copy of the minutes. Ensure that you have:
Used standard minutes layout as per the textbook
Included footers with page numbering
Carefully proofread your work
7. Provide details of how you will distribute and store the meeting minutes. Include an explanation of the following:
The method used to distribute the minutes
The timeframe for their distribution
How you will file the meeting minutes (include a screen shot of folders used if stored electronically.

inutes of the second Gathering of the Committee on Health and Safety that was conducted in room 11 of Learning and Seminar Center on the 5^th of November 2018 at 11:00 am

Meeting Requirements Form
Chairperson	Rounak Sanati
Department	Health care safety department
Meeting name	Health and Safety of employees
Meeting details
Date	5^th of November 2018 am	Time	11:00 am-2:00 pm
Location	room 11 of Learning and Seminar Center
Meeting format
Purpose	To gather the creative strategies for that would ensure patient safety
Agenda
Participants	Internal Rounak Sanati Dr K Smith Mr. Varey Mr. Wilson Brooks Mr. Goosling Mr. Hacford Professor J.W Smith		External - Health safety expert (Axe Consultants)
Speakers	- Mr. JW Hansell Dr. K Groomsman Mr. M Mitcheson

Action required	By whom	By when
Formulate budget for the meeting	Mr. Varey	19/10/2018
Prepare the room for the meeting	Mr. Varey	20/10/2018
Identify the attendees	Mr. Wilson Brooks	21/10/2018
Contact the external expert	Mr. Goosling	21/10/2018
Create and disseminate the agenda	Mr. Hacford	22/10/2018
Prepare all necessary documentations	Mr. Hacford	25/10/2018
Communicate with the catering providers	Professor J.W Smith	25/10/2018
Prepare materials and equipment for meeting	Professor J.W Smith	25/10/2018
Inform the attendees concerning the required action prior to the meeting	Rounak Sanati	25/10/2018
Prepare additional documentations	Mr. Hacford	28/10/2018

Supporting materials
Pre-reading	- Healthcare safety requirement - Minutes from the previous meeting
Meeting documentation	- Attendance sheet shall be kept including the terms and regulations of the meeting. This sheet initiated by members would provide the roles of each member in the conference.
Equipment requirements	Computer, Slide presentation, Whiteboard, Handouts
Hospitality requirements
Catering requirements	- Afternoon tea - Snacks - Refreshers
Meeting arrangements	Conference style
send meeting invitations	29/10/2018
dispatch the meeting agenda and other documentation	30/10/2018
Other requirements
Meeting Venue	Room 11 of Learning and Seminar Centre
Other specified requirements	The challenges of existing safety frameworks

Invitation letter

Dear all attendees,

Due to the need of the organization to improve patient safety , we need to come up with new strategies that would ensure that all patients are well protected and taken care of .Below is the information of the meeting :

Meeting Name: Health and safety of the patients

Meeting Date and Time: 5^th of November 2018 at 11:00 am

Location:

Meeting purpose: To come up with new strategies that would ensure that patients are protected.

Pre-reading document: Previous Minute of meeting

Agenda items:

- Report on current safety plans

- Discuss about the existing challenges

- The information about current situation from ACE Consultants

- Discuss about the ideas of new strategy development

Regards,

Rounak Sanati

Chairman

Meeting Minutes

DATE:	5th of November 2018	MEETING TITLE:	New health safety strategies for patients
TIME:	11;00 am -2;00pm	ATTENDEES: - Mr. Varey Mr. Wilson Brooks Mr. Goosling Mr. Hacford Professor J.W Smith
LOCATION:	Room 11
CHAIR:	Rounak Sanati
MINUTE-TAKER:	Mr. Goosling

Meeting agenda

DATE:	5/11/2018	MEETING TITLE:	New health and safety strategies for patients
TIME:	11;00 am -2;00pm	ATTENDEES: - Mr. Varey (Strategic manager) Mr. Wilson Brooks( Strategy development team ) Mr. Goosling (strategy development team) Mr. Hacford (strategy development team) Professor J.W Smith (strategy development team) - Market (ACE Consultant)
LOCATION:	Room 11
CHAIR:	Rounak Sanati
MINUTE-TAKER:	Sarah Callis

Meeting minutes

DATE:	5/11/2018	MEETING TITLE:	New health and safety strategies for patients
TIME:	11;00 am -2;00pm	ATTENDEES: - ATTENDEES: Mr. Varey (Strategic manager) Mr. Wilson Brooks( Strategy development team ) Mr. Goosling (strategy development team) Mr. Hacford (strategy development team) Professor J.W Smith (strategy development team) -Market (AxE Consultant)
LOCATION:	Room 11
CHAIR:	Rounak Sanati
MINUTE-TAKER:	Sarah Callis

Meeting preparation

PLEASE Review :

Policies of the meeting

Previous Minute of meeting

PLEASE come with:

Safety report

Meeting structure

ITEM	TOPIC		PRESENTER	DURATION
1	Open meeting		Rounak Sanati	5 minutes
2	Objective of meeting		Rounak Sanati	6 minutes
3	Apologies		Rounak Sanati	6 minutes
4	Approve minutes of previous meeting		Rounak Sanati	6 minutes
5	Agenda items
	1	Safety report - Safety Issues report from last year	Mr. Varey	15 mins
	2	Safety channels the most commonly used from last year	Mr. Wilson Brooks	20 minutes
	3	BREAK		15 minutes
	4	Discussion - Discussing the problem	All attendees	35 minutes
	5	LUNCH		45 minutes
	6	Details about prevailing trends	ACE Consultants	35 minutes
	7	Discuss the idea of new strategies	All attendees	30 minutes
7	Any other business		Interested parties	15 minutes
8	Arrange next meeting		Rounak Sanati	10 minutes
9	Close meeting		Rounak Sanati	5 minutes

Agenda

ITEM	TOPIC	PRESENTER	DURATION
1	Sales report - Mr. Varey proposed that it was essential to address issues that had remained unexplored by other committees. Therefore, he proposed that milestones should be set so as to occasionally review the progress that has been made on projects. He noted that a primary area that needed to be addressed by the Safety and Health Committee revolved around the adoption of a safety and health culture within - - - - the institution. -	Mr. Varey	20 minutes
2	Safety channel - a. It was essential to bring back the Auditing program in the following meeting. The secretary agreed that she would work with the Safety Director so that they could set up a program for auditing purposes, and that would be employed in future meetings (Iordache 2009) .	Mr. Wilson Brooks	20 minutes
3	Discussion - Method of communicating safety and health messages since it helped to improve the culture of safety in the institution. He said that the method had proved to be highly suitable in other settings. The Human Resource Manager suggested that the committee members should rigorously publicize award nominations. The names of nominated persons should be presented to the committee by 30^th November (Carayon,et.al 2014).	All attendees	30 minutes
4	Details about the prevailing trends - An observation was made that there are numerous projects taking place within the institution. Therefore, to ensure that safety concerns were all taken into consideration, the management of these projects needed to be clarified to the committee since failure in managing projects would in most cases lead to increased financial costs on the part for the institution, a trend which needed to be curtailed.	ACE Consultants	35 minutes
5	- It was agreed that it was essential to hold four meetings in the course of the first year so as to ensure that all responsibilities that the committee has been given could be discussed adequately. Further discussion on this issue was set to take place in the next meeting.	All attendees	45 minutes

Any other business

TOPIC	RAISED BY	ACTION
New strategies	Mr. Goosling	Contact the consultant who can provide the best strategy of development
New strategies	Mr. Hacford	Request approval from CEO about developing new strategies

Next meeting

DATE:	02/12/2018	ATTENDEES: ATTENDEES: Mr. Varey (Strategic manager) Mr. Wilson Brooks( Strategy development team ) Mr. Goosling (strategy development team) Mr. Hacford (strategy development team) Professor J.W Smith (strategy development team)
TIME:	10:30-15:30
LOCATION:	Main office, Board room
CHAIR:	Rounak Sanati
MINUTE- TAKER:	Mr. Varey

Activities next meeting

ITEM

TOPIC

RESPONSIBLE

DUE DATE

The committee members noted that the next meeting would be conducted on the August 13th 2019 at 11:00 am

Rounak Sanati

August 13th 2019

The committee secretary also noted that any future meetings would always be starting at 11:00 am and auditing of departmental reports would be carried out first.

Rounak Sanati

August 13th 2019

Close meeting

References

Iordache-Platis, M. and Josan, I., 2009. Communication Efficiency within Higher Education Institutions: The Case of Romania. European Research Studies, 12(2).

Carayon, P., Wetterneck, T.B., Rivera-Rodriguez, A.J., Hundt, A.S., Hoonakker, P., Holden, R. and Gurses, A.P., 2014. Human factors systems approach to healthcare quality and patient safety. Applied ergonomics, 45(1), pp.14-25.

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