Guidelines for Conducting Effective Meetings
Planning the Meeting
The preplanning and thought that proceeds a meeting will determine the who,
what, when, where, why, and how many. It is extremely important to determine
the desired outcomes you, as the leader, need from the meeting. If you are
unclear of the “why” for the meeting, how can the participants understand the
purpose of the meeting. Use the checklists below to help ensure your meeting is
successful.
Check list for Setting Up & Planning Your Meeting: (Adapted from Mastering Meetings for
Results, Interaction Associates, Inc.)
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Determine the purpose and type of meeting
Determine if any additional people need to attend (staff resources, guests)
and determine roles
Reserve appropriate room and equipment
Identify potential problems that could arise and strategies to handle them
Develop Agenda
Send agenda and meeting reminder to committee members
Make copies of agenda if needed
Arrive at the meeting room early to double check room arrangements
Conducting the Meeting
During the meeting, the leader (Chair) and committee members act as a team
with a focus on desired outcomes. Use facilitative techniques to keep the
meeting moving.
Checklist for Conducting Meetings
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Start on Time
Get agreement on desired outcomes, agenda, roles and ground rules.
Clarify decision-making process
Clarify/explain any constraints that might limit solutions
Review/revise and get agreement on agenda
Keep meeting on track
Summarize what has happened periodically during the meeting
Listen as an ally
Ask open-ended questions
Encourage participation
Protect others from personal attack
Guidelines to Conduct Effective Meetings
Rev. 9-21-06
Page 1 of 2
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Include a Meeting Wrap Up on your agenda so you can review actions
and agreements at the end of the meeting.
Identify Agenda Items for the next meeting and confirm date/time
Following Through
The Meeting Wrap up will provide an opportunity to review and confirm actions
and agreements. It is also helpful to conduct an evaluation of the meeting. What
worked; what needs improvement. Based on this information, future meetings
can be improved.
Checklist for Following Through:
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Prepare and distribute Meeting Summaries (includes Agenda & Minutes)
Make sure unresolved issues get addressed.
Follow through on action items
Acknowledge accomplishment
Report Back to Constituencies
o Chairs Report:
 The Chair should complete the Governance Committee
Constituent Report form and send it to the IPC Co-chairs
and the Organizational Development and Planning Office
once a month.
 The report should summarize committee business and report
on any actions or recommendations.
 The report will be used by the OD&P Office to publish a
monthly Governance Digest that will be sent to the College
community.
 IPC will use the report to follow-up with the Planning
Subcommittees
o Constituent Reports
 Constituent Members should use the Governance
Committee Constituent Report Form as a means to keep
their Senates informed about committee business.
Guidelines to Conduct Effective Meetings
Rev. 9-21-06
Page 2 of 2