Steps For Holding More Effective Meetings

  • Clarify the objectives of the meeting
    • What is the purpose for holding this meeting? Is it information sharing, decision making or information updating?
    • What outcomes are you hoping to generate?
    • Estimate time to be used for each agenda topic
  • Include & invite the appropriate persons
    • Based upon your clarified meeting objectives and outcomes, whose attendance is necessary?
    • Make a distribution list of these critical people.
  • Create a meeting agenda and solicit feedback from attendees.
    • Design the meeting agenda with expected outcomes
    • Include appropriate time limits for each agenda topic.
    • Pass a rough draft to each critical attendee and solicit their input, additions, changes and feedback.
  • Create the final agenda.
    • Utilizing the feedback gathered earlier, create the final meeting agenda.
    • Distribute this new agenda no less than 48 hours before the meeting is due to be held.
  • Get assistance.
    • Get someone to keep track of decisions made, who is not personally involved in any topic, so you can attend to the discussion
  • Hold the meeting
    • Agree upon, set, and employ meeting ground rules.
    • Facilitate the content and the process carefully.
    • Follow your time lines
  • Evaluate the meeting process
    • Ask meeting attendees questions about the process that was employed.
    • How did the agenda development time line work?
    • How effective was the meeting facilitated?
    • Did your group meet its objectives and outcomes as expected?

 

 

 

© 2015, ProjectCoaching