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A guide to running and attending meetings
| Guest post by: Lisette Howlett |
Article Overview: Meetings are one of the most important things you can do when in business. Unfortunately all too often they can also be one of the least important things. A lot depends on how well they are organised, run and prepared for. This article aims to give some ideas and suggestions which should make time spent in meetings more productive and time spent away from them more plentiful
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A guide to running and attending meetings
Meeting Organiser's Checklist
Meeting Initiation
Determine the purpose of the meeting
Preparation
Decide on the necessary attendees and their specific contribution
Make arrangements: time, venue, equipment, refreshments
Ensure briefing papers and agenda available early enough for attendees to prepare their contributions
Agenda
State attendance, time (start and finish), venue and overall meeting aims
For each item state purpose, anticipated outcomes (information item, decision required, problem solving) plus timings
Indicate contributions requested from each attendee (and if there will be guest attendance) for each item
During the meeting
Start and finish agenda items on time
Guide attendees systematically through decision making
State actions in terms of who, what, when and check for agreement
Agree what will be communicated, to whom, when and how
Review the performance of the meeting, seek improvements
After the meeting
Ensure accurate, rapid and appropriate reporting
At intervals, review the attendance at and effectiveness of the series of meetings
Meeting Attendee’s Checklist
Preparation
Clarify your role at the meeting
Provide informative and relevant papers sufficiently in advance of the meeting for others to prepare
Read agenda and briefing papers in advance
Inform the meeting chair in advance of any AOBs
Plan your contribution to the meeting
Seek input from colleagues on opinions they would like you to represent or information to find out at the meeting
During the meeting
Arrive a few minutes early
Make constructive contributions
Keep presentations to the allotted time
Only agree achievable actions
After the Meeting
Carry out agreed actions promptly
Review your role at the meeting
Communicate relevant discussions and decisions to colleagues
Stick to decisions made at the meeting
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How to hold effective meetings
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About the Author: Lisette Howlett RSS for Lisette's articles - Visit Lisette's website Click here to visit Lisette's website   Overcoming Barriers to Creative Thinking Interview Wash UpsDeciding on your candidate Interviewing Techniques Finding your New Recruit Attracting New Recruits in the Credit Crunch A guide to running and attending meetings |
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