Preparing the Meeting Room
The physical location of the meeting and room setup can make the difference between success and failure.
Committees up to 12 members can easily meet around a table.
Here are some points to remember:
- Location: Some committees find it most effective meeting away from the workplace so members are not as likely to be distracted by other work issues. A quiet, comfortable meeting room is best.
- Access: Be sure you coordinate access to the room. You don't want to show up with the door locked and no one available to give access.
- Room: The size and shape of the table, and the seating arrangement are important too. Make sure everyone can easily see each other. Windows are desired, as long as the outside is not too interesting. Committees up to 12 members could easily meet around a table. For a larger group, tables placed in a U-shape work well. All members should have easy visual and spatial access to the chairperson.
- Lighting: Try to make sure direct glare from windows or overhead lights isn't a problem. Try to have control over lights. You don't want a situation where all the lights are out when showing a video or slides.
- Noise and acoustics: You don't want to conduct the meeting where interruptions might be frequent; for example, meetings usually don't work in the lunch room or noisy part of the plant. Don't meet in a huge room with lots of echo.
- Temperature: Too hot or too cold is always distracting. It's best to keep the room on the slightly cool side so people are not as likely to be hot or sleepy.
- Air quality and ventilation: A humid, moldy, or unventilated room is usually uncomfortable and distracting.
- Seating: It's always important to have comfortable chairs. Be sure to allow for adequate personal space between members when arranging seats.
- Writing materials: Be sure you bring pencils and writing pads.
- Restrooms and exits: Review availability of rest room and emergency procedures.
- Refreshments: Providing goodies during the meeting is always a good idea. It sends a positive message about commitment from management. Light refreshments, especially coffee or other beverages, can help sustain energy levels.
- Audiovisual equipment: Be sure the required equipment, outlets, and cords are available. Visual aids assist in making visionary dialogue more concrete.
Knowledge Check Choose the best answer for the question.
3-6. What can be done to help make sure the safety committee meeting is not interrupted with work issues?
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