Creating Successful
Meetings
Stacey McCullough, Instructor-Community & Economic Development
Joe Waldrum, Professor-Community & Economic Development
Name your top five reasons for
ineffective meetings ?
Elements of a Successful Meeting
• Meaningful objectives
• Effective leaders
• Pre-meeting
preparation
• Appropriate meeting
place
• Appropriate room
arrangement
• Procedures to move
things along
• Conflict resolution
• Effective conclusion
• Follow up
• Commitment of
participants
Why Do People Meet?
Meaningful Objectives
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Share information
Identify, develop or gather ideas
Build support for a goal
Understand policy
Solve problems
Plan
Evaluate efforts
Make decisions & take action
Before the Meeting
 Prepare meeting
objectives
 Determine who should
attend
 Give participants
something to prepare for
the meeting
 Establish time & place
 Prepare agenda
 Send out
notices/reminders
 Contact speakers
 Plan breaks & meals
 Prepare meeting
materials
 Practice your part
 Prepare your assignments
 Test equipment
Meeting Room Arrangements
U-SHAPE
• Used for meetings where
there is a speaker, audiovisual presentation or other
focal point
• Pros
– Good work space
– Good interaction between
participants
• Cons
– Not good for large groups
Meeting Room Arrangements
BOARDROOM
• Used for used for Board of
Directors or committee
meetings, or discussion groups
• Pros
– Good work space
– Good working atmosphere
– Good interaction between
participants
• Cons
– Not ideal for AV presentations
– Not ideal for speakers
– Not ideal for large groups
Meeting Room Arrangements
THEATER
• Most efficient set-up when the
attendees will act as an
audience
• Pros
– Good for large groups when
reading/writing are not required
– Good for basic information
delivery
• Cons
– Elevation changes needed for
large groups
– No writing surface
– Minimal group interaction
Meeting Room Arrangements
CLASSROOM
• Ideal for note taking, meetings
with handouts, and laptops
• Most comfortable set-up for
long sessions and refreshments
• Pros
– Presenter can see all participants
– Accommodates large groups in
less space
• Cons
– Minimal interaction possible
Participants only see each other’s
backs
Meeting Room Arrangements
ROUND TABLE
• Plan of choice for meal functions
• Useful for small business
meetings and breakouts
involving group interaction
and/or note taking
• Pros
– Good work space
– Good interaction between
participants
• Cons
– Requires more space, particularly if
there is a speaker
Conducting the Meeting
 Arrive early
 Provide nametags or
place cards
 Start on time
 State purpose of meeting
 Establish ground rules
 Decide how decisions are
to be made
– Consensus, majority vote,
by chairperson
 Follow the agenda
 Keep minutes or notes
 Assign jobs
– Recorder, time watcher,
etc.
 Encourage active
participation
 Eliminate distractions
 Avoid non-productive
discussion
What can cause a meeting to get
off track?
Keep the Meeting on Track
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Refer to meeting ground rules
Gentle reminders of agenda
Time limits for speakers
Table issues for another time
Use of parliamentary procedure
Request research / assign tasks for future meetings
Schedule special meeting to address topic
Bring in outside facilitator
When is Parliamentary Procedure
Necessary?
• Large groups
• Complex of
controversial issues
• High stakes (e.g.,
money or policy)
Principles of
Parliamentary Procedure
• Only one issue
discussed at a time
• All members of equal
basic rights
• Rights of minority must
be protected
• No one can speak until
recognized by chair
• Every member can
speak to the issue on
the floor
• A majority vote decides
an issue
• Chairperson maintains
impartiality
Ending the Meeting
Meeting Summary
—Identify work completed
—Clear action plan/assignments for uncompleted
tasks
—Decision about subsequent meetings
Date, time & location of next meeting
Evaluation
After the Meeting
Review evaluation
Send follow-up reports or
minutes to participants,
including action items
Write thank you letters for
speakers
Pay any bills
Elements of a Successful Meeting
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Meaningful objectives
Effective leaders
Pre-meeting preparation
Appropriate meeting place
Procedures to move things
along
Resolve conflicts
Effective conclusion
Follow up
Commitment of
participants
Questions or Discussion
*Optional checklist handout