Tips for running effective meetings

Sooner or later chances are that you'll be asked to run a meeting. Here are some basic meeting tips to help you conduct it effectively ….

1. Prepare and circulate an agenda before the meeting, and also have it up on the whiteboard or flip chart so everyone can see it during the meeting. Have some estimated times allocated to each agenda item. Participants can add an item before the meeting to the agenda. However in doing so, it is expected that they will speak to the item if they have requested it be placed on the agenda
2. Ensure you start and end the meeting on time. Even if everyone is not there at the beginning of the meeting, still start on time – you’ll find that they’ll get the message and next time will likely be more punctual
3. Encourage appropriate discussion for each agenda item. However, try and keep things moving, without rushing - there will be some simple items where people are simply giving a report on the progress of their projects. Time estimates have been previously allocated to each of the agenda items, which should reflect the relative importance of each item. So remain mindful of when time is almost up for each item. When time is up, summarise the discussion and in particular note for the minutes if there are actions that people have agreed to take on board from the item. Or have noted for the minutes any decision agreed by the team
4. There will be occasions when an agenda item may prove more complex than what was anticipated, and requires much more time to be allocated to it. You may need to propose that this item be either carried over to the next meeting, or alternatively that a small sub-group be appointed to further investigate the issue and report back with recommendations at your next meeting

In conclusion, meetings which involve people and encourage participation tend to be viewed as more productive than meetings in which the leader makes all the decisions. Holding meetings is an expensive activity, and therefore it is important that the meetings are run well. Badly run meetings waste time and money, and create frustration for all.

Have a look at How To Run a Meeting for some other good meeting tips

The following short video clip offers a nice summary of the essentials of running an effective meeting ....

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