Successful Meetings

A. Elements of a Meeting

• Greeting – welcome
• Opening – introductions, objective
• Delivery – presentation, agenda items
• Closing – summarize, delegate, set deadlines, create action, list recommendations
• Feedback – record the meetings, evaluate process, check progress or items in closing

B. Purpose of a Meeting (must have one)

• Inform – to get or give information
• Form – to make a decision or solve a problem
• Perform – to complete a task
• Conform – to maintain a routine or a standard image

C. Key Factors to a Successful Meeting

• Create a detailed agenda and stick to it
• Set ground rules and follow them
• Ask for input from everyone
• Deal with disagreements by asking questions and paraphrasing
• Move forward by summarizing progress and reviewing goals
• Start and end on time

D. Alternative Methods to Face-to-Face

• Conference Calls
• Online meetings or Teleconferences
• Videotaped messages
• Paper or e-mail bulletins with response mechanisms
• Delegated assignments

E. Break out of Ruts

• Change the setting and the layout
• Bring in outside speakers
• Add food and/or music
• Take a tour
• Change the time and/or duration

F. Preparation

• Space
• Materials
• Topics
• Schedules
• Equipment
• Participants

G. Scheduling (people are most alert on Thursday afternoons)

• When are the key participants available?
• When is the room available?
• When is the equipment available?
• Is any travel involved?
• Is it a peak productivity time?
• Is it the day before or after a holiday?
• Can it be done at breakfast or a retreat?

H. Beware of the Meeting Robbers

• The meeting leader
• The show-off
• The critic
• The rambler
• The whisperer
• The assignment misser
• The super seller
• The latecomer
• The early leaver
• The head shaker
• The broken record
• The dropout
• The interrupter

I. Trouble Shooting

• Have everyone turn off beepers and cell phones
• Give breaks at least every 90 minutes
• Guard for bullies and denigration
• Digression – park it or accommodate it
• AC/Heat is comfortable enough
• Enough lighting
• Slides, charts, etc are big enough
• Have extra handouts ready to be given out
• Have a list of all participants’ phone numbers
• Arrive early and assure that all equipment is there and works
• Have emergency phone numbers
• Contact key members before the meeting to assure that they have materials ready
• Confirm attendance ahead of time