Important Structures For a Successful Meeting
Important Structures For a Successful Meeting
Successful meetings use structure. Procedures and structure help groups perform significantly better in meetings. Meeting structures are the solid foundation upon which effective meetings are built. Below is a list of some of the important structures that make a successful meeting:
* A regular time for the meeting is established, or meetings are scheduled for a period of time. For example, meetings for a given month, quarter, or year are scheduled at one time.
* The meeting leader is prepared.
* Desired outcomes are written.
* Important inputs to the meeting are prepared and brought to the meeting.
* Meeting recorder(s) is selected.
* The meeting format is developed.
* The meeting agenda is prepared and available ahead of time and is reviewed and modified as needed before the meeting begins.
* Planned participation is used within the first 15 minutes.
* Meeting minutes are recorded.
* The meeting is critiqued for continuous improvement.
Meeting format elements
Successful meetings have a format. Knowing what will be happening in the meeting creates a sense of comfort. A format that is the same for every meeting allows the group to quickly take care of critical, mundane business, leaving the majority of the time to work on important agenda items.
Part 1: Meeting Startup
* Be sure meeting inputs are prepared and at the meeting
* Introduce any guests or new members to the group
* Verify that a quorum exists
* Review the group's goals and progress on the goals
* Agree on the meeting's desired outcomes
* Finalize the meeting agenda, including asking for any new agenda items
* Prioritize the agenda items with items requiring the most participation coming first; estimate times for each agenda item
Part 2: Meeting Body
* Proceed through the prioritized list of agenda items
* Summarize agreed upon action items and decisions as they are made
* Reports
* Announcements
Part 3: Meeting Wrap-up
* Summarize all action items and decisions
* Plan next meeting; desired outcomes, agenda items, and any meeting inputs
* Identify roles and responsibilities for next meeting; meeting leader, recorder, etc.
* Critique the meeting and overall teamwork
Part 4: Follow-up and Preparation for Next Meeting
* Prepare and distribute minutes of the meeting
Sample Meeting Plan
The following information is a complete example of a meeting plan that incorporates the points discussed above:
1. Determine Roles and Goals for the meeting
Roles:
Leader: Jane
Recorder: Lisa
Timekeeper: John
Desired Outcomes: problem statement
Information that is needed for the meeting: a brief summary
Who needs to come/How they will help reach goals: list of attendees
2. Create Meeting Outline and Assign Allotted Times
A. Verify a quorum exists, 1 minute
B. Introduce guests, 1 minute
C. Review minutes and follow-up items from last meeting, 4 minutes
D. Address the problem statement, 25 minutes
E. Reports, 2 minutes
F. Draft next meetings agenda, 5 minutes
G. Summarize decisions and assignments, 1 minute
H. Critique the meeting, 4 minutes
3. Prepare a Preliminary Agenda
Date of Meeting: March, 4 2007
Start Time: 10:30 am
Place of Meeting: Room 22
End Time: 11:15
Total Time: 43
Actual Time:
Important Structures For a Successful Meeting - To learn more about this author, visit Manage Your Business's Website.
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Important Structures For a Successful Meeting
Successful meetings use structure. Procedures and structure help groups perform significantly better in meetings. Meeting structures are the solid foundation upon which effective meetings are built. Below is a list of some of the important structures that make a successful meeting:
* A regular time for the meeting is established, or meetings are scheduled for a period of time. For example, meetings for a given month, quarter, or year are scheduled at one time.
* The meeting leader is prepared.
* Desired outcomes are written.
* Important inputs to the meeting are prepared and brought to the meeting.
* Meeting recorder(s) is selected.
* The meeting format is developed.
* The meeting agenda is prepared and available ahead of time and is reviewed and modified as needed before the meeting begins.
* Planned participation is used within the first 15 minutes.
* Meeting minutes are recorded.
* The meeting is critiqued for continuous improvement.
Meeting format elements
Successful meetings have a format. Knowing what will be happening in the meeting creates a sense of comfort. A format that is the same for every meeting allows the group to quickly take care of critical, mundane business, leaving the majority of the time to work on important agenda items.
Part 1: Meeting Startup
* Be sure meeting inputs are prepared and at the meeting
* Introduce any guests or new members to the group
* Verify that a quorum exists
* Review the group's goals and progress on the goals
* Agree on the meeting's desired outcomes
* Finalize the meeting agenda, including asking for any new agenda items
* Prioritize the agenda items with items requiring the most participation coming first; estimate times for each agenda item
Part 2: Meeting Body
* Proceed through the prioritized list of agenda items
* Summarize agreed upon action items and decisions as they are made
* Reports
* Announcements
Part 3: Meeting Wrap-up
* Summarize all action items and decisions
* Plan next meeting; desired outcomes, agenda items, and any meeting inputs
* Identify roles and responsibilities for next meeting; meeting leader, recorder, etc.
* Critique the meeting and overall teamwork
Part 4: Follow-up and Preparation for Next Meeting
* Prepare and distribute minutes of the meeting
Sample Meeting Plan
The following information is a complete example of a meeting plan that incorporates the points discussed above:
1. Determine Roles and Goals for the meeting
Roles:
Leader: Jane
Recorder: Lisa
Timekeeper: John
Desired Outcomes: problem statement
Information that is needed for the meeting: a brief summary
Who needs to come/How they will help reach goals: list of attendees
2. Create Meeting Outline and Assign Allotted Times
A. Verify a quorum exists, 1 minute
B. Introduce guests, 1 minute
C. Review minutes and follow-up items from last meeting, 4 minutes
D. Address the problem statement, 25 minutes
E. Reports, 2 minutes
F. Draft next meetings agenda, 5 minutes
G. Summarize decisions and assignments, 1 minute
H. Critique the meeting, 4 minutes
3. Prepare a Preliminary Agenda
Date of Meeting: March, 4 2007
Start Time: 10:30 am
Place of Meeting: Room 22
End Time: 11:15
Total Time: 43
Actual Time:
Important Structures For a Successful Meeting - To learn more about this author, visit Manage Your Business's Website.
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Anne BarrAnne Barr has over 26 years experience in sales and marketing, six years as a franchisee. She has assisted over 367 business owners and purchasers to achieve their goals in career change, transition and exit strategy. She holds the designation of Certified Franchise Executive from the International Franchise Association, Certified Business Intermediary from the International Business Brokers Association and Board Certified Broker from the Texas Association of Business Brokers. Anne is active in professional organizations, networking groups and volunteers for non-profit entities. As owner/operator of four successful businesses, Anne has proven people skills and enjoys helping clients find the right "fit" in business ownership. Visit www.FranchiseOpportunitySpecialist.com for more information about me and my company. - Visit Anne Barr's Website |
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Kim CastleWith nearly two decades in the advertising and design business, with clients like Domino's Pizza, General Motors, Direct TV, Pedigree, Wolfgang Puck, Higher Octave Music, Hollywood Celebrity Products, Disney, and Paramount, as well as thousands of entrepreneurs around the world define, structure, communicate, and position their business for greater profits, BrandU(R) co-creators Kim Castle and W. Vito Montone discovered that entrepreneurs could experience the same power that big brands command for a fraction of the cost with the world's only process-based results-drive Integral approach to business creation. BrandU(R) is helping entrepreneurs grow with the power of extreme clarity from idea...to brand...to market(TM) and helping one million entrepreneurs become successful and whole so that they can make a difference in the world. Are you one of them? If you want to experience clarity all the way to the bank(TM), get started now at http://www.brandu.com. - Visit Kim Castle's Website |
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Stephanie RobeyStephanie Robey is President and CoFounder of Pivot Positive, LLC - an Internet marketing business focused on helping people start work at home ventures. Previously, she was employed at The Search Agency with over 20 years experience in graphic design and 10 years experience in online marketing. She was responsible for launching the Conversion Path Optimization (CPO) unit where she and her team have conducted hundreds of optimization tests for online companies across multiple verticals. She is a successful entrepreneur having started and sold 2 companies and remains on the board of directors of the third, PhotoSpin.com Stephanie began her career in the direct marketing realm creating and producing direct mail for many of the major cable television companies and directly attributes her understanding of Internet marketing to those early offline experiences. Stephanie is a graduate of San Diego State University with a BFA in Graphic Arts and also holds an Executive MBA from the Graziadio School of Business and Management at Pepperdine University. Read Steph's Blog Meet Steph and Dave Sign up for our Free 7-Day BootCamp: Self Employed & Rich - Visit Stephanie Robey's Website |
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