Running A Meeting
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To effectively run a meeting, you should start on time, have a clear purpose that is understood by all participants, and invite only necessary people. An agenda should be published in advance so people can prepare, and a facilitator may be assigned to keep discussion on track and allow the organizer to participate. Time should be allocated and adhered to for each agenda item, with overflow items parked for later. Meetings should end with clear actions and owners, and minutes should be published shortly after with the key details.
Running A Meeting
- 1. Meeting Basics Running a Meeting
- 2. Start on-time Always start on-time. Don’t wait for people and don’t summarise for them what they missed when they do arrive. Ignore late-comers.
- 3. Have a purpose Make sure that your meeting has a clear purpose that everyone understands. Consider separating Strategic and Tactical issues into separate meetings.
- 4. Have a purpose Ensure all participants understand what is expected of them, are they expected to brainstorm, discuss or sit and listen.
- 5. Invite the right people Only invite people who you need or to whom the meeting will be relevant. If someone and their manager are at the same meeting, there is probably something wrong.
- 6. Publish an agenda Ask people for agenda items in advance and publish the agenda to all participants far enough in advance of the meeting for people to be able to prepare.
- 7. Have a facilitator Sometimes, if you want to be actively involved in the discussion you may find it more effective to assign the facilitator role to someone else, they can then worry about keeping the discussion on track and watching the time, leaving you free to contribute.
- 8. Use the time effectively Allocate time for each agenda item and stick to it, leave time for new business. “Park” issues once the time is up. They can be returned to at the end or scheduled for another meeting.
- 9. Use the time effectively Avoid getting taken off at a tangent, if the discussion moves to something that is not on the agenda, park it. Encourage participants to participate, provoke conflict if you have to.
- 10. Have concrete actions Ensure that discussion ends with definitive actions, Who will do What by When .
- 11. Publish minutes Publish minutes as soon as possible after the meeting, email is fine Who , What , When along with any important Information shared. Assign a minute taker before the meeting; it should not be you or the facilitator.
- 12. Finish on-time Always finish on time. If there are uncovered items schedule another meeting and make sure you manage the time effectively. If new items have arisen, schedule another meeting or save for the next meeting.
- 13. Running a meeting Start on-time Have a purpose Invite the right people Publish an agenda Have a facilitator Use the time effectively Have concrete actions Publish minutes Finish on-time