PDF In many organisations, firms and businesses, a great deal of time is wasted through holding meetings which are not effective. Time and resources are not used to maximum advantage. Why hold a meeting if you aren’t going to achieve the desired results? There are some basic steps which can be taken to make meetings more productive and improve the outcomes of meetings. I have found that there have been significant positive changes where we have worked on these simple steps which help leaders and participants to enhance their skills.
This topic is covered by three separate posts:
- The steps necessary for an effective meeting (this current post)
- Rate yourself as a meeting leader
- Rate yourself as a meeting participant
The steps necessary for an effective meeting
Leader Define objective Select participants Make preliminary contact with participants to confirm availability Schedule meeting room and arrange for equipment and refreshments Prepare agenda Invite participants and distribute agenda Touch base with non-participants Make final check of meeting room | Participants Block time on schedule Confirm attendance Define your role Determine leader’s needs from you Suggest other participants Know the objective Know when and where to meet Do any required homework |
During the Meeting
Leader Start promptly Follow the agenda Manage the use of time Limit/control the discussion Elicit participation Help resolve conflicts Clarify action to be taken Summarise results | Participants Listen and participate Be open-minded/receptive Stay on the agenda and subject Limit or avoid side conversations and distractions Ask questions to assure understanding Take notes on your action items |
After the Meeting
Leader Restore room and return equipment Evaluate effectiveness as meeting leader Send out meeting evaluations Distribute memorandum of Discussion Take any action you agreed to Follow-up on action items | Participants Evaluate meeting Review memorandum of discussion Brief others as appropriate Take any action agreed to Follow-up on action items |
The above table is adapted from ‘Effective Meeting Skills’ – Marion E. Hayes
The other two blogs in this series, ‘Rate yourself as a meeting leader’ and ‘Rate yourself as a meeting participant’ will follow in the next week.
For training in this area please contact me, brenda@strategy-leadership.com
Effective meetings – Part 1 http://t.co/YJZM78vY