Guides & Toolkits

THE EFFECTIVE JHSC 26 140-002-07-IGOT © 2013, Workplace Safety & Prevention Services (WSPS) 1 877 494 WSPS (9777) | 905 614 1400 | www.wsps.ca A Three-Step Guide to Effective Meetings Co-chairs Before Meeting During Meeting After Meeting ‰ Review new information or submissions to the JHSC ‰ Briefly review the agenda items ‰ Discuss what topics or items to cover with the co-chair ‰ Prioritize agenda items ‰ Estimate the time needed for each agenda item ‰ Provide notice of meeting time and put this on the agenda ‰ Send agenda to committee members one week before the meeting (if possible) ‰ Call meeting to order ‰ Take attendance ‰ Introduce any guests ‰ Briefly review agenda items ‰ Review prior meeting minutes and ask for a vote to accept or change ‰ Start to bring forward business from previous meeting ‰ Start new business item ‰ Start roundtable –  Wrap-up: summarize meeting discussions, decisions and action points –  Confirm date, time and place of next meeting –  End meeting on time ‰ Receive prepared minutes from secretary ‰ Review and approve minutes ‰ Send out minutes to all committee members within one week (if possible) ‰ Prepare recommendations and refer them to owner/CEO or senior management designate, as needed ‰ Follow up with members on actions agreed to in meeting ‰ Follow up with senior management designate on any outstanding action points as needed Secretary Before Meeting During Meeting After Meeting ‰ File copy of agenda for JHSC records ‰ Ensure meeting facilities are booked ‰ Ensure meeting materials and equipment (i.e., flip charts, LCD projectors) ‰ Prepare copies of materials for meetings ‰ Make sure meeting room and equipment are ready ‰ Take accurate minutes ‰ Keep copies of all tabled documents for the JHSC records ‰ Prepare minutes and any accompanying documents within two days of meeting ‰ Forward minutes to chair for approval ‰ File copy of the minutes in JHSC records ‰ Post approved minutes on bulletin board WSPS.CA

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