1. Before you begin, consider whether or not the meeting is really necessary. If the purpose is to get together to solve a problem or generate ideas, then a meeting may be necessary. However, if the purpose is simply to share information, and few questions are expected, then it may be more appropriate to send an email.
2. Put more thought into who should attend a meeting. Does it really require the entire work unit? Or would it be more efficient and effective to limit the attendees to those the meeting directly relates to?
3. Have a clear expectation of the goals/purpose of the meeting. Then create an agenda to pass out prior to the meeting so people can be ready with needed materials or information.
4. If the meeting is going to be longer, schedule in a break or two so that people don’t unnecessarily leave during the meeting.
5. At the start of a meeting, run through the agenda to remind attendees what is to be covered and accomplished.
6. Always start a meeting on time. This is to respect those who showed up on time, as well as to signal to those who arrived late that you take schedules seriously. Further, make sure to end on time so as to, once again, respect others' schedules.
7. Designate someone to take meeting minutes and to make special note of decisions made as well as items that need further discussion or attention. This will help keep everyone on track.
8. After the meeting, type up a brief meeting summary, as well as any actions to be taken by attendees, and distribute to the meeting members. Don’t be afraid to ask for feedback on how the meeting went, as well as how meetings can be improved in the future.
Effective meeting facilitation is something that can be learned and developed. It only takes a little extra effort to conduct meetings that will save everyone time and unnecessary effort in the end. If you have any tips for conducting effective meetings that have worked well for you, feel free to share those with our office and we can add them to the list.
