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Home > Primary Industries > Primary Industries (240 hours) > Compulsory units > Participate in workplace communications > Participate in workplace communications

Workplace meetings

The efficient operation of all workplaces relies on the effective sharing of information. This exchange of information may be needed to:

• explain changes happening in the workplace
• discuss and solve problems and make decisions
• update Occupational, Health and Safety (OH&S) and other procedures
• determine workplace targets
• schedule and allocate tasks
• provide feedback and evaluation.

Information can be shared in a number of ways. Written information might be distributed via the intranet, email or in newsletters, memos and notices. Formal meetings, informal discussions and work team briefings are commonly used to share information in a face-to-face setting. Meetings might be convened for a specific purpose, such as OH&S or union meetings, or they may be more general in their purpose.

All meetings must be structured to achieve their purpose and conclude in a reasonable time frame. An agenda may be used to outline the purpose of a meeting and the important points that need to be raised and discussed.

Formal meetings use an agenda which generally includes the following items:

• opening, welcome, and names recorded of those present and names of apologies received
• dated minutes and business arising from the previous meeting, including the acceptance of these minutes
• correspondence, both in and out, with business arising
• reports from the finance and other subcommittees
• general and other business
• date, time and place of the next meeting and the close of the current meeting.

Minutes are detailed notes taken during a meeting of everything that has been said and agreed upon. In some meetings a vote may be taken on important issues, either by a show of hands or a secret ballot. The minutes should record the outcomes of voting and any decisions made.

Informal meetings, discussions and briefings are less rigid in their structure. However, it is still important to provide opportunities for discussion and take notes of decisions.

Whatever the style of the meeting there is a protocol or code of behaviour that all participants should adhere to:

1. Attend the meeting on time.
2. Listen effectively.
3. Don’t interrupt other speakers.
4. Contribute to the meeting by expressing opinions in an appropriate manner.
5. Behave courteously towards other participants in the meeting.
6. Don’t discuss issues that are outside the purpose of the meeting.
7. Ask questions to clarify misunderstandings.
8. Take notes where appropriate of decisions agreed to in the meeting and retain these for future reference.
9. Act on the instructions or decisions of the meeting within the agreed time.
10. Keep sensitive issues raised at the meeting confidential.

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