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Introduction 3  \n2. What is an effective meeting? 6  \n3. Do I need to hold a meeting? 9  \n4. Meeting roles 11  \n4.1 The role of the Chair 11  \nTraining 12  \nBefore the meeting 13  \nDuring the meeting 18  \nAfter the meeting 20  \nInsights 20  \n4.2 The role of the Secretary/minute taker 21  \nTraining 21  \nBefore the meeting 21  \nDuring the meeting 22  \nFollowing the meeting 22  \n4.3 The role of the attendees 23  \nTraining 23  \nBefore the meeting 23  \nDuring the meeting 24  \nFollowing the meeting 24  \n5. Hybrid meetings 25  \n6. One-to-one meetings 27  \n7. Useful links and resources 29  \n8. Available tools and technology 30  \n9. Acknowledgements 30  \n1. INTRODUCTION  \nThis toolkit has been produced by the ourcambridge team, in collaboration with the community of ourcambridge champions and colleagues from across the University. It is designed as a comprehensive guide containing resources, top tips and handy checklists. It covers all elements of meeting organisation, from scheduling and chairing a meeting, to attendance, minutes and follow-up actions. The aim of the toolkit is to support the delivery of more effective and efficient meetings across the collegiate University.  \nRegardless of our role, one common factor for most of us is attending meetings. While the format, frequency and your role within the meeting may differ, when a meeting is run well it is a great resource that can advance a project, provide networking opportunities and facilitate the sharing of ideas and resources. However, an inefficiently run meeting can bedraining and have a negative effect on our time, projects and wellbeing.  \nWe hope this guide provides you with the tools, insights and confidence you need to help make meeting attendance a positive experience, one which is most effective for you, your role and the University as a whole.  \nKey figures  \nIn 2019 the average British worker spent more than 26 days (or 213 hours) in meetings. 72% of UK professionals reported losing time due to poorly organised meetings (according to the Doodle: The State of Meeting Report 2019.)  \nUniversity of Cambridge –Yammer poll  \nThe ourcambridge team conducted a Yammer poll asking, ‘roughly what proportion of your working week is taken up by meetings?’40% of respondents reported that they spent over 40% of their working week in meetings. Whilst this is lower than the national average (nearly one million British workers reported spending more than 50% of their time in meetings), it highlights the negative impact in terms of time that meetings can have if they are not run effectively.  \nDID YOU KNOW  \nOffice 365 has an app called‘MyAnalytics’ which tells you (based on your Outlook calendar) how much of your time is spent in meetings. The dashboard function is a great resource, providing feedback and information on: how much time you have available to focus on your work tasks, how you manage your networks, collaborating productively with your colleagues, and maintaining your wellbeing (how many quiet days you have) . Why not try using the app to see how much of your time is spent in meetings, and identify how you can best allocate your time and resources?  \nTop tip  \nDon’t forget to add your working hours (by selecting ‘config settings’on the dashboard) to get an accurate representation of how your working time is spent. You can find out more about MyAnalytics on the Microsoft website, or view this short LinkedIn Learning video.  \nOther key statistics  \n(from Doodle: The State of Meeting Report 2019)  \n• 70% of professionals reported that meetings are best held in the morning (8am – 12pm), as opposed to the afternoon (19%), and before work/evenings (11%)  \n• Ineffective or poorly organised meetings were noted as the most common meeting bugbear, with poorly organised meetings reported as resulting in:  \n-not having enough time to do other work (44%)  \n-unclear actions leading to confusion (43%)  \n-bad organisat","cbCaioavBhbUX14U","https://ap.wps.com/l/cbCaioavBhbUX14U","pdf",2075098,"English","# Introduction\n## Key figures and statistics\n# What is an effective meeting?\n## Different types of meetings\n## Process-oriented meetings\n## Mission-oriented meetings\n# Do I need to hold a meeting?\n# Meeting roles\n## The role of the Chair\n### Before the meeting\n### During the meeting\n### After the meeting\n## The role of the Secretary/minute taker\n## The role of the attendees\n# Hybrid meetings\n# One-to-one meetings\n# Useful links and resources\n# Available tools and technology\n# Acknowledgements","[{\"question\":\"What is the purpose of the Effective Meetings Toolkit?\",\"answer\":\"It provides resources, top tips, and checklists to support delivery of more effective and efficient meetings, covering scheduling, chairing, attendance, minutes, and follow-up actions.\"},{\"question\":\"How does the toolkit define an effective meeting?\",\"answer\":\"It focuses on meeting structures that produce useful outcomes, reduces common irritations, and enables sharing of ideas and resources while avoiding negative impacts on time and wellbeing.\"},{\"question\":\"What roles are covered for making meetings successful?\",\"answer\":\"The toolkit covers the chair’s role, the secretary/minute taker’s role, and attendee responsibilities, including actions before, during, and after the meeting.\"}]","Effective Meetings Toolkit - Version 2 - April 2023 | PDF",1789200934]