Planning and Scheduling Meetings

Well-planned meetings help committees make decisions, stay organised, and use members' time effectively. Whether you are arranging a committee meeting, Annual General Meeting (AGM), or public meeting, good preparation helps ensure that discussions are productive and that everyone understands their role and responsibilities. 

Poorly planned meetings can lead to confusion, missed decisions, low attendance, and frustration among members. By taking time to plan ahead, committees can create meetings that are efficient, inclusive, and focused on achieving their objectives.

Why Planning Matters

Meetings are where committees:

  • Make important decisions.
  • Review progress and actions.
  • Discuss issues affecting the organisation.
  • Share information and updates.
  • Agree future priorities.
  • Engage with members and the wider community. 

Effective planning ensures that meetings have a clear purpose and that attendees arrive prepared to contribute.

Creating a Meeting Schedule

Many successful committees establish a regular meeting schedule at the beginning of the year.

This helps:

  • Improve attendance.
  • Allow members to plan ahead.
  • Create consistency.
  • Ensure important business is not delayed. 

When scheduling meetings, consider:

  • Member availability.
  • Venue accessibility.
  • Public transport links.
  • School holidays and local events.
  • Whether meetings are in-person, online, or hybrid.
  • The needs of members with disabilities or caring responsibilities. 

Preparing an Agenda

An agenda is a list of topics that will be discussed during the meeting. It helps keep the meeting focused and ensures important issues are not overlooked.

A typical agenda may include:

  1. Welcome and apologies.
  2. Approval of previous minutes.
  3. Matters arising.
  4. Reports (Chair, Secretary, Treasurer).
  5. Current business.
  6. New items for discussion.
  7. Questions from members or the public.
  8. Date of next meeting. 

The agenda should be circulated in advance so participants have time to prepare and consider any decisions that may be required. 

Sending Meeting Information

Committee members need sufficient notice of meetings.

Information typically shared before a meeting includes:

  • Date and time.
  • Venue or online joining details.
  • Agenda.
  • Previous meeting minutes.
  • Reports or supporting papers.
  • Any documents requiring decisions. 

Providing information in advance helps members participate more effectively and supports informed decision-making.

Managing Time Effectively

Good meetings respect people's time.

Consider:

  • Starting and finishing on time.
  • Allocating realistic times for agenda items.
  • Prioritising important discussions.
  • Avoiding unnecessary repetition.
  • Recording actions clearly. 

The Chairperson plays an important role in keeping discussions focused while ensuring everyone has an opportunity to contribute.

Public Participation

Many community organisations hold meetings that are open to members of the public.

When planning public attendance, committees should think about:

  • How people will be invited.
  • Whether there will be a dedicated public question session.
  • Accessibility requirements.
  • How attendees will understand meeting procedures.
  • How public views will be recorded and considered. 

Good planning helps create a welcoming environment where community members feel able to participate and engage with the committee's work.

Common Meeting Planning Mistakes

Avoid:

  • Sending agendas at the last minute.
  • Scheduling meetings too frequently or too infrequently.
  • Overloading agendas with too many items.
  • Failing to circulate papers in advance.
  • Booking inaccessible venues.
  • Running meetings without clear objectives. 

Reflection Activity

Think about a meeting you have attended recently.

  1. Was the purpose of the meeting clear?
  2. Did you receive the agenda and information in advance?
  3. Was there enough time for discussion?
  4. Were decisions and actions clearly agreed?
  5. What could have improved the meeting experience?

Write down three practical steps that could improve the planning of future meetings within your organisation.

Further Reading and Resources

Community Councils Scotland

Guidance on standing orders, meeting procedures, agendas, quorum requirements, and committee administration.

Improvement Service Scotland

Comprehensive good practice guidance covering community council meetings, governance, participation, and administration.

Fife Council Community Council Meetings Guidance

A practical guide covering agendas, apologies, minutes, meeting structure, and effective meeting management.

East Ayrshire Council

Good practice resources for running successful meetings, AGMs, committee administration, and community engagement.

National Association of Local Councils (NALC)

Practical guidance on meeting preparation, chairing meetings, governance, and effective committee participation.

Key Message

Successful meetings start long before people enter the room. By scheduling meetings effectively, preparing agendas in advance, sharing information early, and creating opportunities for meaningful participation, committees can make better decisions and use their time more effectively.