Whether its to collect feedback from your classmates, or update them on your progress on a problem they raised with you, you might want to set up some meetings of you own! Before you start, there are some things to think about:
- Where do you want to have it? Is it going to be in person, or do you need to hold it online to make it more accessible to students?
- Who needs to come along? Is it all students on one Course, all first years in a department etc?
- When should it happen? Will you use a tool like Doodle or Lettucemeet to help decide a time that works best for everyone?
- What do you need to do/document? Will you need to chair it? Do you need to take minutes?
- What do we need to cover? Have you got some specific topics you want to talk about?
- Why are we having it? Is there a specific reason you need to meet, or is it just a regular catch up?
- How will you let people know about it? Use as many methods as possible to spread the word to students about your meeting, don’t forget you can ask Course staff to help you!
Online Meetings
- Teams is your most accessible tool for video meetings as a student, but don’t feel tied down to using this!
- If your classmates prefer it, use other tools like Zoom or Discord.
- Record your meetings so you and students can catch up later.
- Consider live transcription or captions to make your meeting accessible and help you with taking minutes!
- Be mindful that everyone may not be comfortable with being recorded giving feedback, so always ask for everyone’s consent before you start any recording.
In-Person Meeting
- Meetings don’t need to be super-formal, conference style affairs, but they can if you want them to be!
- They can be as simple as a quick coffee after class, or a chat during the break in your lecture.
- They don’t have to be held on campus if your classmates aren’t comfortable talking about lecturers while in the University environment.
- Contact BCUSU Reception if you need to book a room on campus to hold a meeting.
- Contact BCUSU Reception if you would like help booking the Eagle & Ball or Social Kitchen.
- Don’t forget the SU Reception and the Student Hub C190 in Curzon, and the SU Reception at Seacole are available for you to use to hold meetings, just ask us!
Leading your meeting
The idea of chairing a meeting can be daunting, but think about when you’ve led something with a group of friends before, and draw on your experience to help you.
- Ensure your discussion stays on topic and all agenda points are covered, that all views are heard, and the meeting runs to schedule.
- Draw up an agenda or list of key topics you want to cover in the meeting, and share this with the group beforehand.
- Make sure someone takes minutes for the meeting, or that you documents the meeting in another way if you feel it’s necessary.
- Doesn’t use your position as chair to dominate the meeting or exclude the views of others.
- Make sure the meeting is properly closed out, and everyone is clear on what tasks need completing and when your next meeting will be held.
How to be a meeting facilitating star (Video)
Writing Agendas
Your agenda is what shapes your meeting, writing a good agenda and making sure you stick to it will keep everyone on the same page and help your meeting stay on track.
If you can, make sure you send your agenda out ahead of the meeting, so people can prepare.
What should you include?
- Title of your meeting (this can just be Regular Meeting #1 etc)
- Date and Location of the meeting
- Who’s attending (you should note down who’s chairing, who’s taking minutes, and who’s sent apologies)
- The meeting objective (why you’re there)
- Any tasks that need to be completed before the meeting (like reading the previous minutes)
- Key discussion points you want to cover in your meeting, and who’s leading them
- Any other business (where people in the meeting can raise things not covered in the main agenda)
Find template agendas and examples here
Keeping Minutes
Its a good idea to keep note of what was said and agreed on in a meeting, it allows you and the people attending your meeting to refer back to what was said and helps keep everyone accountable for the tasks agreed on.
- If you’re taking minutes for your meeting, agree who will do this before-hand, so you go into the meeting knowing who’s taking the notes and who will distribute them after the meeting.
- You don’t have to take formal detailed minutes, you can just add notes onto the Agenda you wrote, and use the ‘Next Steps’ section on the template to keep track of everyone’s tasks.
- Transcription tools are you friend! Use the auto-transcription tools in Teams to record what was said in your meeting, then you can edit the document afterwards to only keep the key points you need, and your minutes are written for you!
- You must make sure any updates and comments are also updated on the Rep Feedback Hub
Using Transcription tools in Teams