CREATING EFFECTIVE MEETINGS

Meeting Foundations

The Necessity Test: Before scheduling a meeting, ask yourself:

Is a meeting truly the best format to achieve my goals?
Can information be shared via email, a collaborative document, or a quick call instead?
Respect people's time; use meetings judiciously.

Clear Purpose & Agenda: Define your meeting's desired outcomes and create a structured agenda.

Right Attendees, Right Roles: Carefully consider who must be present. Limit attendance to:

Effective Meeting Execution

Start & End on Time: Respect attendees' schedules. Start promptly, and don't allow the meeting to overrun.

Focused Facilitation: Stick to the agenda. A facilitator should:

Encourage Participation: Make space for all voices.

Ask questions of quieter attendees
If discussion is dominated by a few individuals, politely intervene to redirect.

Technology as a Tool, not a Hindrance:

If screen-sharing, have materials ready beforehand.
Limit personal device distractions.
For virtual meetings, ensure everyone understands the technology and test beforehand.

Essential Follow-up

Action Items & Deadlines: Capture clear decisions and action items, ensuring each has:

Meeting Minutes: Circulate concise meeting minutes promptly, highlighting:

Additional Considerations

Meeting Size: Ideally, limit to 5-7 participants for optimal decision-making.
Timing: Consider scheduling shorter, more focused meetings rather than marathon sessions. Take into account attendees' energy levels throughout the day.
Feedback: Solicit feedback after meetings to continuously improve your processes.