How To Conduct an Effective Meeting

We all participate and lead meetings. Some of them work. Some do not. We can plan and execute meetings with the following list.

Plan the meeting.

Define what the desired outcome of the meeting is. Too many meetings occur without an end objective. Consequently, few of these meetings achieve the intended result.
Identify the meeting participants who are capable of making the desired outcome a reality. Avoid inviting spectators.
List the minutes of any previous meetings that have been held to achieve this outcome. Occasionally, it is necessary to frame the problem for the participants in a meeting, then meet again to reach an agreement. Recalling the minutes of previous meetings hopefully prevents addressing issues that have already been decided.
Define the meeting duration. Keep the meeting as brief as possible. Like work, meetings tend to expand to fill the time allocated to them.
Construct an agenda that states the desired outcome and includes references to the previous meeting minutes. Include a list of the meeting participants.
Schedule the meeting at a convenient time and place for all participants. Be sensitive to time zone differences for dial-in participants.
Send out the invites.

Conduct the meeting.

Start on time and end on time.
Begin the meeting by stating the desired outcome.
When discussion drifts from the desired outcome, gently bring the discussion back to the stated outcome.
Work for synergy within the meeting participants. Encourage discussion.
Reserve time at the end of the meeting to summarize the meeting to assess the success of the meeting in accomplishing the desired outcome. Obtain agreement that the outcome was achieved.
If the outcome was not achieved, list the issues and obstacles that prevent accomplishing the outcome, identify and owner for each issue, and agree to meet again.
Conclude the meeting on time.

After the meeting

Rinse and repeat.

Craig @ March 1, 2008

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