This PPT slide, part of the 30-slide Complete Toolkit for Improving Meetings PowerPoint presentation, outlines essential roles and responsibilities for effective meeting management. It emphasizes the necessity of having a designated Meeting Owner, Chairperson, Scribe, and Coach for each meeting. Each role is defined clearly, ensuring accountability and structure.

The Meeting Owner is tasked with leading the meeting. This individual presents the Terms of Reference (TOR) and agenda at the outset, recaps the agreed behavioral guidelines, and ensures that all participants understand their responsibilities. The Owner also distributes pre-reading materials two days prior to the meeting, which includes the TOR and agenda. This preparation is crucial for maximizing engagement and productivity during the meeting.

The Chairperson's role is to facilitate the meeting. This person manages the agenda, tracks time, and steers discussions to keep them focused. The Chairperson is responsible for assigning a dedicated Scribe and Coach, which indicates a collaborative approach to meeting management. The Chairperson also ensures that any off-topic discussions are addressed appropriately, allowing the meeting to stay on track.

The Scribe's function is to record all actions, decisions, and resolutions during the meeting. This role is vital for maintaining a clear record of what transpired, which can be referenced later. The Scribe updates the Action Log throughout the meeting and shares it with all participants shortly after the meeting concludes.

Lastly, the Coach tracks meeting performance and provides feedback. Initially, this role may be filled by HR,, but it will evolve to include individual coaching for attendees over time. This structured approach to meetings aims to enhance overall effectiveness and accountability, making it a valuable framework for organizations looking to improve their meeting culture.

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