Six Steps For Holding More Effective Meetings

from David Mann

Step One: Clarify the objectives of the meeting.

What is the purpose for holding this meeting? Is it information sharing, decision making, or information updating? What outcomes are you hoping to generate?

Step Two: Include & invite the appropriate persons.

Based upon your clarified meeting objectives and outcomes, whose attendance is necessary? Make a distribution list of these critical people.

Step Three: Create a meeting agenda and solicit feedback from attendees.

Design the meeting agenda (with outcomes) and include appropriate time limits for each agenda topic. Pass a rough draft to each attendee and solicit their input, additions, changes and feedback.

Step Four: Create the final agenda.

Utilizing the feedback gathered from Step Three, create the final meeting agenda. Post and/or distribute this new agenda no less than 48 hours before the meeting is due to be held.

Step Five: Hold the meeting.

Follow your time lines and facilitate the content and the process carefully. Agree upon, set, and employ meeting ground rules.

Step Six: Evaluate the meeting process.

Ask meeting attendees questions about the process that was employed. How did the agenda development time line work? How effective was the meeting facilitated? Did your group meet its objectives and outcomes as developed in Step One?
 
 

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