The ability to run a good meeting is widely considered a hallmark of a competent leader. Meetings are important forums for communication and the development of goals and strategies that will move an organization forward. When designed and executed correctly, they promote understanding and cooperation and lay the foundation for successful and productive teamwork. Unfortunately, however, many meetings are useless to waste time and result in less action and more frustration.

I facilitate meetings for a living, mostly strategic planning, in for-profit and non-profit organizations and I think part of the reason I chose this path is because I was forced to attend so many meetings that have been a huge waste of time. that years later, the bad memories continue to haunt me.

I respectfully offer suggestions on how to run meetings that will make you look good, from pre-meeting preparation to your opening and closing remarks.

I. Create an agenda

Participants want to know what to expect and understand why they have been asked to attend.

II. Arrange a convenient date, time and place

Send an email and propose two or three possible meeting dates and times. If there’s someone on your guest list who needs to be there, clear dates with them first, and then invite a wider circle.

3rd Reserve the meeting room and A/V equipment

It is advisable to check the availability of the preferred meeting place first, before confirming the details. Then, quickly reserve the room and the audiovisual equipment you will use (screen, microphone, podium, LCD for Power Point, etc.).

IV. Invite only interested parties

Participants want to feel that their presence at the meeting is crucial to the development of a resolution. Be selective in who you include; most meetings should not be open forums. Invite interested parties — those who care about the outcome of the issue under discussion and are willing and able to contribute to its resolution. If food will be served, order based on initial RSVPs.

V. Send a meeting reminder, attach the agenda and handouts

Two to three days before the meeting, send a reminder and attach the meeting agenda and handouts. Just before you send the reminder, confirm that all meeting equipment and supplies will be in the room. Confirm the RSVP count for the meal.

SAW. Verify that A/V equipment works

Audiovisual equipment loves to fail. On the day of the meeting, arrive 45-60 minutes early and take a test. Their mission is to make the transition from the arrival of the participants to the start of the meeting seamless.

VIII. Bring hard copies of the agenda and handouts.

Very few people will print the meeting materials and bring them.

VIII. start time

Be respectful of the participant’s time. Starting 5 minutes late is fine, start earlier if everyone has arrived.

IX. Statement of welcome and purpose

Thank everyone for taking the time to attend, and then state what the meeting will help accomplish. Keep the purpose statement simple, ideally something that can be expressed in two or three sentences, maximum.

X. Encourages participation

Getting good ideas out is what meetings are all about: capitalizing on the creativity, ingenuity, and resourcefulness that group synergy can produce.

XI. Disable rioters and hijackers

Herding pigs should be discouraged. There may be someone in the room (oh, maybe an ally) who is a genius at taking the meeting off the agenda and dragging it into the weeds to discuss topics that may be worthwhile but would be better discussed elsewhere. If this occurs, thank the person for bringing it up, as it is probably related to the main topic, but point out that time should be devoted to the agenda and that other matters would benefit from discussion at another meeting.

XII. Summarize and finish on time

Whenever possible, ending the meeting on time and early is even better. Above all, achieve the objectives of the meeting. Review and confirm all action items and individual or team responsibilities. Within a week, send the minutes of the meeting to everyone who attended (and perhaps a superior who needs to keep informed), taking care to put all agreements and schedules in writing.

Thank you for reading,

Kim