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Plan the Agenda
Include all items (topics, goals and expected outcomes) to be covered at the meeting. It is
important to not to try to accomplish too much during one teleconference/meeting, but rather,
to focus on the most important objectives or outcomes required. A second meeting should be
scheduled if needed.

Encourage members to submit, in advance, relevant items they would like discussed. Ensure
that the agenda, conference call information and all relevant reports and information are
circulated to members one week prior to the meeting. Tip – to encourage members to read
circulated information prior to the meeting, the Chair can follow-up with a brief e-mail
commenting on the circulated report/information, which will remind members to read material
if they have not done so already.

Start the Meeting on Time and Keep It on Track
It is important that the Chair arrives on time, begins the meeting on time, and keeps the
meeting on track to ensure that it ends on time as well.

Prior to the meeting, the Chair should assess the importance of each agenda item and allow for
appropriate time for discussion. If one issue begins to dominate the discussion, not allowing for
other agenda items to be discussed, the Chair should suggest that either a decision be made
right away, or that further discussion be included on the agenda of the next meeting.

Members should identify themselves as they join the conference call, as well as when they
would like to speak during the meeting. If more than one person would like to speak on an
issue at the same time, the Chair should inform members as to the order of who will speak first
and who will follow.

The Chair should invite member’s ideas or suggest options on how to deal with unresolved
issues or issues requiring further discussion or work.

Briefly Review the Agenda
Before starting discussion on the first item, the Chair should briefly review the agenda, and ask
members if there are additional items to be discussed, ensuring time for these items at the
end. The Chair should provide brief background information, if required, prior to discussion of
an agenda item, as well as explain what the expected outcome(s) should be – is a decision or
action required at this time?