Meetings should only be called if those involved think that it can be useful. If farmers feel that their time has been wasted in coming to a meeting, they may refuse to come to subsequent meetings and thus frustrate any extension work. Once a decision has been made to hold a meeting, the extension agent should make careful preparations and check a number of important arrangements which will be necessary to ensure the meeting is successful.
The basic purpose of the meeting should be agreed. Even though the agent may have a clear idea of the purpose, it is important that those attending should also understand why the meeting is being held. They may have their own reasons for attending the meeting, but it is more likely to be successful if everyone knows not only the topic for the meeting but also what it is expected to achieve. It is helpful at this stage to consult community or group leaders and discuss what the agent has in mind. They can then advise on a suitable approach to the meeting and can inform people of its purpose in advance.
Once the purpose is agreed, the agent can make a list of the main aspects to be considered in preparing for the meeting. If it is to be a general community meeting, the agent must decide how to structure the meeting and introduce discussion on the issues to be raised. If it is to be a meeting for providing information, the agent must prepare the material in a coherent manner and decide in what sequence to present it.
Once the nature and purpose of the meeting are clear, the agent should consider the different forms the meeting could take and, in consultation with community members, decide which will be appropriate. Three basic considerations are size, formality and the balance between presentations and discussion.
Smaller meetings are more likely to meet the specific needs of those who attend. When plans are to be made or decisions taken, a small number of representatives will usually achieve more than a large gathering of all community members. On other occasions, it will be important for the meeting to be open to as many people as possible.
A formal meeting, with chairperson, agenda and written record of proceedings, is appropriate when specific business has to be dealt with or formal decisions reached and recorded. The chairperson keeps the meeting to the central issue, and the decisions of the meeting are recorded accurately so that they cannot be disputed later. In an informal meeting, people feel more able to express their own point of view and less dominated by the structure and formality of the proceedings. However, an open, unstructured discussion, which in theory allows all to participate, may result in a few people dominating the proceedings.
A lecture or talk allows the agent (or other speaker) to convey a detailed, well prepared message to an audience on a specific issue; for example, a new piece of technology can be presented in this way, illustrated with visual aids. The agent should remember, however, that the lecture is a particularly tedious approach to meetings and take care to ensure that people will not get bored. Alternatively, in a discussion, many people are able to express points of view and ask questions. Discussions may be completely open and unstructured, or based on a prepared agenda of discussion points.
When making the preparations for the meeting, an important first step is to decide when and where it should take place, and then to publicise it to those whom the agent intends to come. The time should be convenient to all concerned and should avoid clashes with other events or activities. The meeting place should be well known, easy to get to and appropriate for the form of meeting. In a meeting where participants are expected to discuss and interact, the seating arrangement should allow everyone to face each other.
Where decisions are to be taken, a blank flipchart pad, newsprint , whiteboard or chalkboard is useful so that the decisions can be written up for agreement or amendment. The meeting place should also be comfortable and have the facilities necessary for the meeting.
Once these basic issues have been settled, the agent should then make a list of all the other arrangements that need to be made. These will vary according to the purpose and form of the meeting. The checklistS below identifY the main items that need to be considered or dealt with in preparing for and conducting a formal information meeting.
