Meeting Agendas
Distribution of a meeting agenda prior to the meeting gives people a chance to prepare for the upcoming meeting. Some of the worst meeting results come from those meetings where attendees don't know what the meeting is about. By providing a copy of the agenda beforehand people can prepare for topics to be covered in the meeting. While in the meeting it is helpful to provide a hard copy of the agenda or display it visually for all to see. This allows the Chair of the meeting to move through topics while showing attendees the progress of the meeting.
Time Limit
It is important to set a time limit for the meeting. This should be noted on the agenda which is distributed prior to the meeting. One of the main reasons that meetings are unpopular is because they run for so long, and often with little being accomplished. For example, a thirty minute meeting will have its time divided across the topics on the agenda, with more time given to topics which require it. As the Chair of the meeting, it is up to you to decide the time limit and allocation of time to topics on the agenda. This allows all attendees to know beforehand how much time will be spent on each topic. It is important to stay to the time schedule of the meeting.
Staying on Track
Keeping the meeting on topic is not always easy and for this reason many meetings will stray from the meeting's objective. It is the responsibility of the meeting Chair to keep the meeting on track. A good start to accomplishing this is the distribution of the agenda beforehand. Most office meeting rooms will have a clock on the wall. If a clock is not available use your wristwatch which should be place in front of you on the meeting table.
As the meeting moves from one topic to the next it is helpful to specifically introduce the purpose of the next topic. This creates focus in communication and avoids non value added discussions. If more time is required for a topic, it should be noted and recorded in the minutes or follow up items for relevant parties to meet outside the meeting on the topic. Facilitating discussions is helpful to keep personalities in check and keeping the meeting on track and on schedule.
Meeting Follow Up/Next Steps
This is as important as the agenda as it sets the stage for the next meeting. Specific action items should be recorded with assigned names to them. If a topic on the agenda runs over its allotted time, it should be recorded in the Next Steps minutes for the relevant people to meet on their own to continue discussion of the topic. Any action item in the minutes should also have a deadline which is often the date of the next meeting. The date of the next meeting may not be decided yet in which case the minutes will say that the next meeting will be announced.
Effective meetings can be a worthwhile forum for needed communication and action.
