Effective Meetings

Prior to the meeting:                                                          

• Determine and clarify the purpose for the meeting
• Determine expected meeting outcomes
• Identify meeting attendees
  • Subject-matter experts
  • Key decision makers
  • People directly affected by potential decisions/outcomes
• Determine meeting format
  • Face-to-face, virtual teleconference, teleconference, Web tool
• Determine date/time/location
• Develop and distribute meeting agenda (at least 24 hours prior)
  • Specific topics, presenter, estimated time, desired outcome
• Meeting logistics
  • Room setup, IT support needed

During the meeting:                                                                            

• Opening
  • Start on time
  • Review agenda
  • Set or review ground rules
  • Clarify roles
• Conducting
  • Address one item at a time
  • Facilitate discussions
  • Encourage open communication and information sharing
  • Maintain focus and pace
  • Specify topics, presenter, amount of time devoted to item
• Closing
  • Summarize agreements and decisions
  • Review action items
  • Ask for agenda items for the next meeting
  • Set the date and time of the next meeting

After the meeting:

• Review and publish minutes