Resource Information for Supervisors & Managers
Strictly Classified
An Informational Bulletin Published by the Personnel Commission
How to Run
an Effective Meeting
Many employees, including supervisors, managers and administrators, feel overwhelmed by the number of
meetings they are expected to attend. Moreover, attendees often become frustrated when little is accomplished
or their participation isn’t necessary at many of these meetings. Meetings are a necessary component of the
workplace. When run effectively, meetings serve as an efficient method of imparting information, providing
training, generating ideas, addressing problems, developing solutions, and making decisions. With proper
planning, supervisors and managers can take the necessary steps to ensure that the meetings they facilitate are
productive.
Prior to a Meeting
The most effective meetings are well organized and have a clear purpose. Prior to a meeting the facilitator
should:
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Determine whether a meeting is necessary in order to accomplish the objective—Prior to scheduling a
meeting consider the following questions: Is there a real problem or a clear agenda? If there is a problem,
is it urgent? Could the issues be addressed by consulting with only one or two individuals? Will the appropriate participants be able to attend?
Invite only those whose participation is considered essential—Smaller groups will be more productive.
The length of the meeting, as well as the likelihood of an indecisive outcome, will increase with greater
attendance.
Distribute an agenda—A meeting will be more productive if the participants know ahead of time the issues
that will be discussed and what their role in the meeting will be.
Make arrangements for an appropriate environment—In order for participants to be fully engaged, it is essential that they are in a comfortable environment. Ensure that the meeting room is the appropriate size
and has sufficient seating to accommodate all of the participants. Audiovisual equipment should be in
proper working order, and participants should be able to hear and see with ease. If the meeting will not be
brief, provide refreshments.
MEMBERS OF THE PERSONNEL COMMISSION
James A. Srott, Chair
February 2007
David Iwata
Calvin W. Hall, Ed.D.
Karen Martin, Personnel Director
(213) 891-2333
The Role of Leadership
The success of a meeting is largely determined by its leadership. A good facilitator will:
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Prepare ahead of time—The facilitator should have clear idea of what needs to be accomplished, what the
chosen participants can contribute, as well as the ability to provide direction.
Involve participants—An effective meeting should not take the form of a lecture, but rather a directed discussion. This includes engaging participants in the discussion by providing a good introduction and if necessary an “ice-breaker.”
Maintain control—It is important that the discussion isn’t dominated by one or two individuals, participants stay on track, and all participants feel comfortable contributing their opinion. Additionally, a good
leader will be able to recognize boredom among participants and revitalize the discussion, as well as
promptly address interruptions such as whispering among participants.
Keep to a schedule—Meetings that start late or drag on too long can result in frustration and/or boredom.
Begin and end a meeting on time!
After the Meeting
The facilitators role doesn’t end with the conclusion of the meeting. Following a meeting the facilitator
should:
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Distribute minutes in a timely manner—The facilitator should ensure that the minutes accurately reflect the
outcome of the meeting and are distributed as soon as possible (ideally within 24 hours).
Follow-up—If additional research was required or if participants were assigned specific tasks, the facilitator must determine if another meeting is necessary to report findings, clarify issues, and/or state progress.
Supervisors will find employees are more productive and less stressed if they are only expected to attend meetings in which their attendance is essential. Furthermore, a supervisor will garner greater respect and have a
more efficient workforce if meetings are well organized, have a clear agenda, and encourage respect amongst
the participants.