Meetings
“Coming together is a beginning. Keeping
together is progress. Working together is
success.”
- Henry Ford
Founder of Ford Motor Company
Meetings
M2
Table of Contents - Meetings
Conducting Effective Meetings ................................................................................. M3
STEP 1: Developing Agendas .................................................................................. M3
STEP 2: Prepare For the Meeting ............................................................................ M3
STEP 3: Set Up the Meeting Place ........................................................................... M4
STEP 4: Assign A Note Taker (minutes)................................................................... M4
STEP 5: Prepare to Attend a Meeting (for all participants) ....................................... M4
STEP 6: Start the Meeting ........................................................................................ M5
STEP 7: Conduct the Meeting .................................................................................. M5
STEP 8: Keep the Meeting Focused and Moving ..................................................... M5
STEP 9: Closing ....................................................................................................... M5
STEP 10: Follow Up (Action Items) .......................................................................... M6
Meetings
M3
Conducting Effective Meetings
Meetings have several functions. They give members a chance to discuss and evaluate
goals and objectives, keep people updated on current events, and provide a chance to
communicate and keep the group cohesive. Meetings allow groups to pull resources
together for decision making. If the facilitator starts with a careful plan and finishes with
a thorough follow-up, the meeting will “run itself.”
Meetings are one of the ways that an organization tells its workers, "You are a
member." If you have bad, boring, and time wasting meetings, then the people begin to
believe that this is a bad and boring organization that does not care about time.
Likewise, great meetings tell the workers, "This is a GREAT organization to be working
for!"
The following are some tips to help make your next meeting successful, productive, and
even fun.
STEP 1: Developing Agendas
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Develop the agenda together with key participants in the meeting. Think of what
overall outcome you want from the meeting and what activities need to occur to
reach that outcome. The agenda should be organized so that these activities are
conducted during the meeting.
In the agenda, state the overall outcome that you want from the meeting.
Design the agenda so that participants get involved early by having something
for them to do right away and so they come on time.
Next to each major topic, include the type of action needed, the type of output
expected (decision, vote, action assigned to someone), and time estimates for
addressing each topic.
Ask participants if they'll commit to the agenda.
Keep the agenda posted at all times.
Do not overly design meetings; be willing to adapt the meeting agenda e.g. if
members are making progress in the planning process.
Think about how you label an event, so people come in with that mindset; it may
pay to have a short dialogue around the label to develop a common mindset
among attendees, particularly if they include representatives from various
cultures.
STEP 2: Prepare For the Meeting
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Define the objectives and desired outcomes. Know what you are trying to
achieve by having a meeting.
Determine if a different activity could be used besides a meeting. A lot of
wasted meetings are called when a couple of phone calls, email, or one-onones would have worked better.
Determine topics to cover and the best format for the discussion of each one.
Estimate the length of the meeting. People need to know how much time they
need to allocate for the meeting.
Meetings
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M4
Create an Agenda that is carefully scripted:
- Give Start and Stop times for each agenda items -- plan wisely!
- Identify the place of the meeting.
- List participants and guests.
- List what the participants’ roles are and what is expected from them
so they may gather all the relevant data they need to bring to the
meeting.
- Prepare a structured discussion to frame the purpose, topics, and
direction of the meeting.
Deliver the agenda in advance so that the participants have time to plan and
prepare for the meeting.
Use a variety of tools and activities to make the meeting productive and fun -get them charged up!
STEP 3: Set Up the Meeting Place
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Select a physical setting that is comfortable, big enough, and serves the
purpose.
Create a warm and attractive atmosphere conducive to interaction.
Provide appropriate refreshments.
Have appropriate visual aids and learning aids on hand.
Always do something a little different and something new. Make them glad that
they came.
STEP 4: Assign A Note Taker (minutes)
Ask the note taker before the meeting to take notes on:
 Who attended
 What problems/concerns were discussed
 Key decisions reached
 Next Steps (action items):
- Who needs to accomplish a task - list team and outside members
- Start and end date of task
- What is it exactly that they need to accomplish
STEP 5: Prepare to Attend a Meeting (for all
participants)
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Know the purpose of the meeting. Know what your purpose for attending is
and think about what you will add to the meeting.
Gather all data that you need to bring to the meeting.
Know the agenda of the meeting and ensure your agenda coincides with the
meeting agenda.
Know your role and the path that you are going to follow.
If you are attending the meeting, arrive on time and be prepared to stay until
at least the planned stop time.
Meetings
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M5
If you are organizing the meeting, arrive early to set up. Give yourself extra
time in case something comes up.
Take the meeting seriously, but do have some fun while attending.
STEP 6: Start the Meeting
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Communicate the purpose and desired outcomes to all participants.
Clarify the type of participation and interaction desired.
Set the ground rules (Norms), e.g.:
o When the meeting will stop and end
o How each member will be heard
o How conflict will be resolved
o What is expected of each member
Show that you value their ideas, opinions, and questions.
STEP 7: Conduct the Meeting
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Take time to tell and hear stories. Be creative in how you share them.
Clarify and paraphrase key ideas.
Ask for different points of view; protect new ideas.
Use brainstorming techniques.
Ask open-ended questions to encourage their input.
Keep the focus on ideas, not on people.
Assign next steps throughout the meeting. Make all next steps specific
assignments.
Stay focused on the agenda topics. Do not wander off topic or become
distracted. Agendas are worth taking seriously as long as they do not become
personal. But do not stifle creativity or insult participants who stray.
STEP 8: Keep the Meeting Focused and Moving
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Get information and data from the meeting. Ensure people are heard.
Let the people carry the content; you guide the process.
Acknowledge and reinforce constructive contributions.
Use the agenda to stay on track.
Vary the pace: speed up, slow down, take breaks, and change tracks.
Keep the group aware of where they are in the process.
Periodically summarize key points and ask for agreement.
Help the group reach consensus and arrive at conclusions.
STEP 9: Closing
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Help the group decide on next steps
Review assigned next steps. Ensure each person knows their duties to
perform. Make sure everyone goes from "meeting" to "doing"
Conclude by summarizing the group's accomplishments
Thank group members sincerely for their participation and contributions
Always end meetings on time and attempt to end on a positive note
Meetings
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M6
At the end of a meeting, review actions and assignments, and set the time for
the next meeting and ask each person if they can make it or not (to get their
commitment)
Clarify that meeting minutes and/or actions will be reported back to members
in at most a week (this helps to keep momentum going)
STEP 10: Follow Up (Action Items)
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Evaluate the meeting. What worked? What needs improvement?
Plan post-meeting logistics.
Using the minutes and your impressions to create a document that clearly
describes the meeting. Use comments, questions, criticisms, and insights to
enhance the quality of the document.
Distribute the document to all participants and other key players within the
organization.
Monitor progress on next steps.