Meetings vary enormously in purpose, number of attendees, style and duration. The general principles for holding successful and effective meetings are valid for all types of meetings.

Effective meetings can:

• Provide swift and productive communication between a number of people

• Be a successful decision making instrument

• Enhance the motivation and commitment of a team

PHASE 1: Planning, Preparing, and Starting the Meeting

 Establish the need and clear purpose for the meeting – “The purpose of this meeting is to ….”

 Specify the meeting objectives/identify expected outcomes/desired results

 Set a time limit for the meeting.

 Identify type of meeting needed to achieve the outcome (formal/informal; large/small meeting; one-to-one meeting?). Choice centers around the issues of control, participation, need for diverse views/perspectives on an issue(s). A one-to-one meeting should be 2-way; be careful it does not become oppressive, threatening and unproductive.

 Re-check yourself – is a meeting really needed to achieve the need/purpose? Does it have to happen?

 Identify who must be part of the meeting (the value and success of the meeting will be seriously threatened if too many people are present. Between 4 and 7 is generally ideal, ten is tolerable, twelve is too many). Invite only those who can make a contribution.

 Prepare an agenda (speeds up and clarifies a meeting) based on the needs and objectives - solicit issues from team for the agenda; what unexpected issues might arise? Bear in mind the useful idea of heading each agenda item “For Information”, For Decision” so that those meeting attendees know where they are trying to get to. Include in the agenda any instructions for pre-meeting preparation (e.g., reading, preparation of a report or a brief presentation etc).

 Set a time limit for discussion of each agenda item.

 Circulate the agenda (two or three days before the meeting) – communicating agenda items, date, location and time of meeting.

 Prepare meeting room – accessible, comfortable, equipment required, seating plan, refreshments, interruptions/privacy, toilet facilities.

 Arrive in good time

 At the start of the meeting, make sure everyone is present.

 Start on time (even if everyone is not present).

 Welcome attendees (if appropriate/necessary) and state the purpose of the meeting and desired results.

 Identify/appoint certain roles within the meeting (e.g., chairperson, secretary/note taker, timekeeper).

 Establish/re-iterate meeting ground rules based on organization’s core values – what is acceptable/what is not acceptable behavior.

 Introduce the agenda.

 Follow the agenda – holding a discussion on each agenda item.

PHASE 2: - During the Meeting – Conduct the Meeting

 Stucture, control, and facilitate the meeting:

 Encourage discussion and active participation.

 Restrain the loud and opinionated participant.

 Allow only one discussion topic at a time.

 Question – use open questions to probe, stimulate participation and discussion.

 Listen.

 Summarize and paraphrase to clarify and test understanding – but also at the end of the discussion of each agenda item. If the summary involves action ensure that the - what – who – when is clarified, agreed and recorded. Also helps in minute taking.

 Provide appropriate feedback – encouraging, supportive, positive; being receptive to ideas and opinions – encouraging respect for ideas, views and opinions.

 Handle meeting behaviors.

 Select an appropriate style for leading the meeting – match to the purpose of the meeting.

 Don’t express an opinion unless needed at the end.

 Summarize at intervals.

 Energize the group – but stay focused.

 Monitor time.

PHASE 3: End of Meeting – Actions Required

 Ensure minutes taken are understandable, accurate and agreed.

 Summarize all actions to be taken ensuring each action has an owner and target date for completion. Make sure that everyone has had a chance to raise any points they are unsure about.

 Review and Evaluate the meeting …was it an effective meeting? What elements contributed to the success or lack of success?

 Thank everyone for their contribution.

 Distribute notes/minutes or record of decisions to each member of the meeting within a few days of the meeting. Focus on decisions made and actions expected.

 Review progress on actions agreed.

If you neglect any one of these meeting management opportunities, your meetings will not accomplish your desired outcome from the time you invest in meeting. Use these meeting management actions to guide attendees to achieve expected, positive, and constructive outcomes.