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An important aspect of running effective meetings is insisting that everyone respects the time allotted. Start the meeting on time, do not spend time recapping for latecomers, and, when you can, finish on time. Whatever can be done outside the meeting time should be. This includes circulating reports for people to read beforehand, and assigning smaller group meetings to discuss issues relevant to only certain people. |
Download our free agenda template here, and use this as a starting point for creating your own agenda.
Once you have an agenda prepared, you need to circulate it to the participants and get their feedback and input. Running a meeting is not a dictatorial role: You have to be participative right from the start.
Perhaps there is something important that a team member has to add. Maybe you have allotted too much, or too little, time for a particular item. There may even be some points you've included that have been settled already and can be taken off the list for discussion.
Whatever the reason, it is important you get feedback from the meeting participants about your proposed agenda.
Once in the meeting, to ensure maximum satisfaction for everyone, there are several things you should keep in mind:
If certain people are dominating the conversation, make a point of asking others for their ideas.
At the end of each agenda item, quickly summarize what was said, and ask people to confirm that that's a fair summary. Then make notes regarding follow-up.
Note items that require further discussion.
Watch body language and make adjustments as necessary. Maybe you need a break, or you need to stop someone from speaking too much.
Ensure the meeting stays on topic.
List all tasks that are generated at the meeting. Make a note of who is assigned to do what, and by when.
At the close of the meeting, quickly summarize next steps and inform everyone that you will be sending out a meeting summary.
After the meeting is over, take some time to debrief, and determine what went well and what could have been done better. Evaluate the meeting's effectiveness based on how well you met the objective. This will help you continue to improve your process of running effective meetings.
You may even want to get the participants' feedback as well. Depending on the time frame, this debriefing can be done within the meeting itself or afterward. |
Finally, prepare the meeting summary. This will be forwarded to all participants and other stakeholders. It is a record of what was accomplished and who is responsible for what as the team moves forward. This is a very crucial part of effective meetings that often gets overlooked. You need a written record of what transpired, along with a list of actions that named individuals have agreed to perform. Make sure someone is assigned to take notes during the meeting if you think you will be too busy to do so yourself.
Running an effective meeting is more than sending out a notice that your team is to meet at a particular time and place. Effective meetings need structure and order. Without these elements they can go on forever and not accomplish a thing.
With a solid objective in mind, a tight agenda, and a commitment to involving the meeting participants in the planning, preparation, and execution of the meeting, you are well on your way to chairing great meetings.
Given the frustration most people feel when their time is wasted, gaining a reputation for running efficient and successful meetings is good for you and your career.
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