Running Effective Meetings

Advance Preparation

  • Is a meeting essential? Really essential?

    • Clarify the purpose for the meeting, and its goals
    • Determine who really needs to be there, and who doesn't need to be there
    • Establish the agenda and send out a meeting notice
      • The agenda should:
        • Define the course of the meeting
        • Divide the meeting into specific, manageable segments
        • Specify the party responsible for leading each segment
        • Specify the objective of each segment (i.e., information, discussion, decision, etc.)
        • Specify the time allotted to each segment
      • Word the agenda items in terms of the outcome to be accomplished by addressing that agenda item
        • Examples: "Brainstorm list of materials required." "Decide on production time line."
  • Send out any necessary prework or preparation materials at least 24 - 48 hours in advance, include:

    • Time and place of meeting
    • Attendees
    • Purpose of the meeting (i.e. decision, discussion, information sharing, policy, etc.)
    • Meeting agenda
    • Information/materials participants need to bring to the meeting
    • Any background or briefing materials to help participants be prepared

  • Make logistical arrangements

    • Meeting room
    • Time
    • Seating
    • Materials
    • Audio-visual equipment, flip charts, writing materials, etc.

 

Conducting Meetings

  • Sequencing Activities

    • Start on time
    • Facilitate the meeting: take steps to ensure the agenda and timeframes are met and the discussion is progressing toward meeting the objectives. Limit unnecessary/irrelevant questions and discussion. Encourage everyone's participation. Insist that an alternative is chosen on issues requiring a decision.
    • Review the agenda and set priorities
    • Stick to the agenda
    • Come to conclusions! Make decisions!
    • Assign responsibilities and establish target dates for task accomplishment
    • Summarize agreements reached
    • Evaluate the meeting
    • Close meeting at or before the agreed on time
    • Keep a written record

  • Dealing with difficult members

    • Listen but do not debate. Interrupt a monopolizing member and move back to the agenda.
    • Talk privately with members who continually exhibit disruptive behaviors.
    • Encourage the group to share the responsibility for handling difficult members.

  • Follow-Up

    • Edit and distribute the minutes promptly. Alternative: Everyone leaves the meeting with the Action Form(s). (see attached)
    • Encourage completion of tasks.
    • Review tasks assigned at the next meeting for disposition (completed, more work, etc.)
    • Put agenda items not completed at the meeting on the agenda for the next meeting.

  • Pay attention to how meetings run and for regular meetings develop meeting norms

    • Explicit Norms

      • Enhance both task and process functions
      • Simplify team management
      • Prevent interpersonal and intrateam problems
      • Express the shared group values

    • Setting Norms

      • Generate expectations about how the group will work together during the meeting(s)
      • Develop written agreement

    • Enforcing Norms (progressive steps)

      • Review the Norm(s)
      • Give people feedback as to how they are performing/behaving compared to the Norms
      • Reconfirm that the Norms(s) is still viable
      • Direct compliance with the Norm(s)
      • Implement sanction(s) for non-compliance
      • Dismiss members who consistently do not abide by the Norm(s)

    • Changing Norms

      • Analyze the problem
      • Agree on a need for change
      • Set a new expectation

    • Sample set of Norms

      • Be punctual
      • Be prepared
      • Stay focused
      • Be open and candid with right to challenge anyone's intentions
      • Support consensus decisions
      • Obtain, acknowledge and document closure
      • Manage conflict

        • identify, define and clarify
        • understand differences
        • honor called for time-outs
        • deal with issues, not people
        • reach conclusions
      • Solicit opinions
      • No side conversations longer than 10 seconds

 

© Copyright 2009, Gerke Consulting & Development L.L.C.