Strategies for Planning and Conducting Effective Meetings

Did you know that business executives spend about half their time sitting in meetings? In fact, 40 to 50 percent of their working hours are consumed by meetings, according to a study by the Annenberg School of Communications at UCLA and the University of Minnesota's Training & Development Research Center.

Meetings are inevitable - whether you're a business executive or member of a volunteer, social, or civic organization. But meetings can be a very effective and efficient way to communicate, if properly planned and conducted. To help you pull off successful meetings, below are some key strategies to follow. You may only need to address a few of them, if you're conducting an informal meeting. For a meeting with major consequences, you should give all or most of these areas careful consideration.

Prior to the Meeting

First, you'll need to define the purpose of the meeting and develop an agenda with the cooperation of the key participants. Then distribute the agenda and circulate background material, lengthy documents or articles ahead of time. This will make participants feel prepared, involved and up-to-date, so they can be ready to make valuable contributions to the meeting.

Next, choose an appropriate time for everyone to assemble. It's also important to set a time limit and stick to it, as much as possible. Participants have other commitments and will be more likely to attend meetings if you make them as productive, predictable and short as possible.

If possible, set up the room so attendees can face each other in a circle, semi-circle - or U-shaped rows for large groups. The location you choose should comfortably suit your group's size. Rooms that are too small can get stuffy and create tension; a larger room is more comfortable and encourages individual expression.

During the Meeting

Greet attendees and make them feel welcome, even latecomers when appropriate. If possible, serve light refreshments to help break the ice and make everyone feel comfortable.

Begin the meeting on time, so you can end on time. Start by reviewing the agenda and setting priorities for the meeting. Stick closely to the agenda, but also encourage group discussion to collect all points of view. Keep the conversation focused on the topic, and don't hesitate to ask for only constructive and original comments.

Tactfully end discussions when they're going nowhere or become too touchy. As a leader, set a good example by listening attentively and showing appreciation for participants' input.

Keep minutes of the meeting for future reference in case a question or problem arises. Summarize any agreements reached and end the meeting on a positive note. For example, have participants volunteer to share their views on what good ideas or positive developments they feel resulted from the meeting. And before everyone leaves, don't forget to set a date, time and place for the next meeting.

After the Meeting

Be sure to transcribe and distribute minutes of the meeting within three or four days. This will help reinforce the importance of the meeting and give participants a clear and accurate record of what took place. Follow up on any delegation decisions and ensure that all participants understand and carry out their responsibilities. Give recognition and appreciation to excellent and timely progress. And put any unfinished business on the agenda for the next meeting.

You should also periodically evaluate meetings and work on any areas that need improving. Remember, meetings that are effectively planned - from start to finish - can leave participants with a sense of accomplishment and enhance your organization's overall success.

About The Author

Copyright © 2004

Kate Smalley
Connecticut Secretary
Freelance Secretarial and Transcription Services

http://www.connecticutsecretary.com

mailto:kms@connecticutsecretary.com

---

Manage or Lead ? Why the Difference Matters and What to Do About That Difference

Many books have been written about managing people, and an... Read More

Why You Should Hold One More Meeting

If you are completely happy with where you and your... Read More

How to do SWOT Analysis for your Business

SWOT analysis is needed for all business to understand how... Read More

How to Attract and Retain the Right People

If you're one of the many executives struggling with finding... Read More

Better Management Performance - The Easy 3-Step Way

Managers make three mistakes when they try to run businesses.... Read More

Quick Tip - Effective Meetings Earn a Profit

Most people treat meetings as a free resource that can... Read More

6 Steps to Effective Communication

Effective leaders are known for being excellent communicators. Here's what... Read More

Innovation Management ? Diversity Can Make All The Difference

Companies are welcoming a diverse range of employees (The Sunday... Read More

Dont Get Side-Tracked By The Nay-Sayers

You, the Entrepreneur, are 'normally' a type-A individual. One who... Read More

Bye-Bye Boring Meetings! Make Yours Remarkable!

It's the middle of the night. You've woken up with... Read More

Stomp Out Leeches In Your Company

Recently, I felt appalled to see a political candidate running... Read More

Are You Using the Right Form of Energy?

As we near the end of summer, here is a... Read More

The How-Tos of Firing Incompetent Employees

CATEGORIES OF OFFENSES: Most organizations have two categories of offenses... Read More

Why Training Fails

Sometimes when I conduct my workshop on Effective Meetings, one... Read More

ISO 9001 the Process Approach to Quality Assurance

What is the Process Approach to Quality?The ISO 9001 2000... Read More

Tales from the Corporate Frontlines: The Responsibility for Job Security

This article relates to the Job Security competency, commonly evaluated... Read More

Understanding Every Aspect of Your Organization

GET TO KNOW YOUR ORGANIZATION: If you don't understand an... Read More

Where Businesses Fall Short

1. No vision. Successful businesses have a clear vision or... Read More

Why Business Owners Need Security

The main reason is to stop any potential lawsuits from... Read More

Managers Who Spend PR $$ Wisely

If you are a department, division or subsidiary manager, your... Read More

Gossip And Rumors And Hearsay, Oh Why?

In the Wizard of Oz, it was "Lions and tigers... Read More

Are Your Marketing Pieces Up to Date?

The other day someone asked me for one of my... Read More

Executive Performance -- Whos to Blame for Incompetent Managers?

A recent article in the Wall Street Journal raised the... Read More

Interviewing Candidates: 3 Ways to Avoid Snap Judgments

Have you ever hired the wrong person? If so, perhaps... Read More

Managing Dickheads

"We are so different and individualistic that we can't work... Read More

Radical Creativity from Incremental Creativity ? large movements from small changes

Positive radical movement is the holy grail of nearly every... Read More

Classifying Motivational Needs

While there exist several useful definitions of motivation, for our... Read More

Performance Appraisal Checklist: Raise Not Just Appraise Performance

It's that time again! Perhaps the most dreaded management practice... Read More

Too Much Time Treating Symptoms

A man drives down the highway each day on his... Read More

How Your Business Can Pick A Software Developer

Eventually, your business is going to need to have some... Read More

The 6 Steps to Six Sigma

Step 1Get the proper level of Six Sigma expertise at... Read More

How Businesses Can Stop Wallowing in Bad Debt and Prevent It in the Future

"Become the Squeaky Wheel", a new book just published, explains... Read More

Why Soft Skills?

The industrial age is over. Organizations still stuck in the... Read More