Annex 1 - Elements of a Coordinating Body
Each of the factors listed below would need to be evaluated
against the particular context and policy of the host government. At the
beginning of the operation UNHCR should secure a suitable meeting room for
The nature of the coordinating body and its usefulness will be
determined partly by its membership.
1. Criteria for participation:
i. Provision of direct services;
ii. Regular attendance at coordination
iii. Compliance with service guidelines and
iv. Regular financial contributions to coordination
2. Other organizations may wish to attend coordination meetings
without full participation in the coordination mechanism:
i. Organizations which may choose not to fully
participate, e.g. ICRC;
ii. Funding organizations and donor
iii. Public interest groups;
iv. Military forces.
Functions of the coordination body
These may be needed at the central and the site level, and
i. Overall coordination meetings, which may be
needed daily at the start of an emergency;
ii. Sectoral committee meetings (e.g. health,
2. Identification of needed services and soliciting voluntary
agencies to assume responsibilities for the provision of these services.
3. Allocation of donated commodities and financial
4. Guidelines and standards for the provision of services.
5. Orientation of newly arrived agencies.
6. Orientation of incoming staff.
7. Research and documentation.
8. Support for settlement coordination committees.
9. Coordination with agencies outside the country.
10. Information sharing.
11. Fund raising.
Annex 2 - Tips on running a meeting
1. Set clear objectives for the meeting
· Why is the meeting
needed and what is the expected outcome? (Communication? Problem-solving?
· Who should attend
· Should the meeting
be formal or informal?
2. Prepare an agenda
· Make a written
agenda with clear objectives and approximate timing for each item;
· Ensure that the
agenda states why the meeting is needed;
· Make sure the
agenda is realistic (not too many items) and sequence the items
· Put the difficult,
important issues near the beginning (perhaps dealing first with something quick
· Plan breaks if the
meeting is more than 1 hour in length;
· Avoid mixing
information sharing and decision-making in the same meeting - hold separate
meetings for these functions.
· Circulate a
detailed agenda, list of participants and any background documentation (such as
minutes of previous meetings) in advance (but not too far ahead) of the meeting,
2 to 3 days before is best;
· Indicate the time,
place and duration of the meeting;
audio-visual materials in advance.
4. Seating arrangements
· Choose a circular
or rectangular table;
· Avoid a long,
narrow table if possible as this makes communication more
· In an informal
setting, a semicircle of chairs facing a flip chart is the best;
· Everyone should be
able to see each other;
should not be too crowded or too far apart.
5. During the meeting
· Start on
· Have the
participants introduce themselves if they do not know each other;
· Clarify the
objective(s) of the meeting and review the agenda and time limits;
· Outline how the
meeting will be conducted (methodology);
· Identify the
rapporteur or secretary for the meeting;
· Ask the
participants if they agree to the agenda and be flexible on minor changes if
there is consensus;
· If applicable,
review action items of previous meeting(s);
· Make sure you have
everyone's attention before opening the meeting.
During the meeting the chairman or facilitator should
· Avoid getting
personally involved in the discussions;
· Keep an overall
view of the objective(s);
· Do not lose the
thread of the argument;
· Stick to the
agenda (but be flexible within agenda items);
· Ask for
information and opinions;
· Summarize and
reformulate key points (have the rapporteur or secretary use the flip chart to
record the points as they occur);
· Clarify and
elaborate where needed;
· Concentrate on key
issues and stop digressions;
· Test for
· Ensure everyone
gets a chance to speak;
responsibilities and deadlines for agreed tasks (action, responsibility, and
date by agenda item);
· Set date, time and
place for next meeting;
· Close the meeting
on time, on a decided and positive note.
7. After The Meeting
· Keep a record of
the meeting. It should include the following basic items:
i. A list of the participants noting
those who were invited but did not attend ("apologies"
ii. The conclusions, decisions,
recommendations and the follow up action required, by agenda item, with the name
of the person responsible for action and time frame;
iii. The time, date and place of the
Note: working in small groups
Dividing the participants into small groups can be useful in
large meetings (more than 12 participants), when discussions are lengthy.
Depending on the subject, it can allow in-depth discussion on specific questions
and possibly help to solve