Meeting papers

Posted by SkillMaker in Aug, 2013

What are meeting papers?

Meeting papers are the documents which are needed to conduct a meeting. Some of these papers, such as the agenda and the minutes are requirements at a formal meeting, but other meetings papers may depend upon the agenda of the meeting. Meeting papers should be provided to all of the attendees at a meeting.

What are meeting papers like?

Meeting papers are like the blueprints for a meeting. Without blueprints, you would be able to build a house, but the chances are that it wouldn’t be very good. Without blueprints, you might not buy enough bricks, you would struggle to coordinate your builders or you might find that the doors are in the wrong places. If you don’t have the right meetings papers, you may run into unexpected trouble and your participants will be much less organised!

What is the purpose of meeting papers?

Meeting papers are designed to ensure that everyone at the meeting is well informed about the purpose of the meeting and what topics will be covered during the meeting. Meeting papers give participants an advanced warning about what is going to happen in a meeting, so that they have time to prepare. They also help to provide clarification after a meeting.

What are the different types of meeting papers?

Notice – This meeting paper informs participants in advance about the intention to call a meeting.
Agenda- This meeting paper is prepared by the chairman (or under the instruction of the chairman) and details what topics are going to be discussed in the meeting.
Minutes – The Minutes of a meeting provide an accurate and truthful representation of what happened in the last meeting.
Policy Documents – These documents provide information which is about a specific topic which may be discussed in the meeting.

What’s involved with meeting papers?

Meeting papers such as the minutes and the agenda are prepared by the chairman or at the behest of the chairperson. He or she must approve these papers before they are distributed to the participants of the meeting. Anyone else who wants to distribute meeting papers, such as policy documents should consult with the chairperson before distributing them.

Where does meeting papers fit into meeting process?

Delivering meeting papers to participants in a timely manner before the meeting is an important part of the planning process when arranging a meeting. Meeting Papers such as the minutes of a meeting are an essential document to follow up the meeting, to confirm to participants what was decided at the meeting.

How does meeting papers impact on participants?

Meeting papers may be distributed in physical form, or in electronic form via email. If the meeting papers are not made available to participants long enough before the meeting, they will not have enough time to consider the information which is given in the papers. If meeting papers state an action required of the recipients, they should comply with this. If policy papers need to be circulated to members, they should have enough time to read them, in order to be able to express their opinion on the content.

What terms are used in using meeting papers?

Notice – Early warning that a meeting will take place.
Attendee – Someone who will attend the meeting, who needs to receive the meeting papers.
Minutes – A record of what occurred at the last meeting.
Agenda – An outline of what will happen at the next meeting.
Chairperson – The highest authority at the meeting, who is responsible for arranging and authorising the distribution of meeting papers.

Where can I find more information about meeting papers?

http://www.sqa.org.uk/e-learning/ProjTeam01CD/page_13.htm
http://www.clubhelp.org.au/governance/meeting-documentation

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