Meetings | The INQUEST Skills and Support Toolkit

I would like to say -hand on heart that I don't think I would have walked out from this whole process if it wasn't for INQUEST. They were there with us every step of the way. They attended our meetings with the lawyers, they attended inquest. They have been there at the end of a phone call. – Family member

You may have experience of meetings through work, trade union membership, volunteer work, social activities or through any community or faith groups to which you belong. If you have no experience of formal meetings there are a number of aspects to meetings and it is worth looking at these so you know what to expect.

When being asked to attend a meeting or shortly before the meeting itself you should receive an agenda. This is a list of the main points that will be covered in the meeting. The agenda will usually have a section at the end called Any Other Business (AOB), which gives people time at the end of the meeting to talk about things that are not already on the agenda.

The chairperson (or chair) has the role of making sure the meeting runs smoothly, allows all those who want to speak a chance to contribute, ensures that someone takes notes of the meeting and sums up or clarifies points that may be complex or expressed in technical language.

Someone will have responsibility for taking notes of what has been said during a meeting. These are called the minutes and they provide a record that allows those that were not present to find out what happened and those that were present to clarify what action was agreed. If you are attending formal meetings regularly, you should receive a copy of the minutes from previous meetings.

Tips on meetings

Switch off your mobile phone or put it on silent.

Make every effort to turn up on time and if you can, let someone know if you are going to be late.

Try and prepare for the meeting in advance. If you have previous minutes, read them.

If you are expected to speak or contribute be sure of what you want to say and have your facts and information right. If it helps write them down and take them to the meeting with you.

Listen to what others are saying.

When you speak you need to say your name and to raise your hand so the chair knows you wish to speak. Remember only one person can speak at a time.

Speak clearly and slowly, and remember you have the same right to speak as anyone else attending.

Do not interrupt the person speaking. If you need to, ask the chairperson.

If you don’t understand what someone is saying, please ask them to repeat it or explain it. You are probably not the only person who doesn’t understand.

Be polite and courteous to each other. If you disagree about something concentrate on the thing you are talking about not the person involved.

Consider printing a copy of what you want to say so you can hand out copies at the end.

If you have any concerns about the way the meeting is being run, speak to the chairperson at the end.