Location of meeting influences both the capability of a committee to do its work and the perception of its importance is the location where the meetings are held. A crowded office or a lunchroom does little to promote effective meetings. Where available, a conference room equipped with appropriate training aids such as flip charts, chalk boards, and screens would be ideal. In any case, the area chosen should be one where meetings can be held under quiet, uninterrupted conditions. Like all important, well-organized meetings, those of the health and safety committee should start promptly at the designated time.
Tardy starts are another warning sign of the lack of interest or commitment by members.
On the other hand, since committee members have other duties to perform, meetings should also close at the scheduled time. No matter how carefully it is planned, any meeting which is frequently interrupted by telephone calls, people popping in to discuss something with individuals, or where committee members are called out of the room, will degenerate into a state of disorganization. An agenda serves both as a guide to members' preparation for the meeting and as an outline for the order of business at the meeting itself. However, since the committee has only a limited time to deal with all health and safety aspects, these items should be screened before the whole committee addresses them. Priorities might be established based on accident experience, inspection reports, or events such as the introduction of new equipment or procedures.