| Our lives are full of meetings. We can't seem to do | | | | technical tools to enhance meetings. Choose and use |
| without them. Business meetings, community | | | | tools efficiently and effectively. Do not choose |
| meetings, organizational meetings, league meetings, | | | | technology for the sake of having it; sometimes the |
| etc., seem to be among the norm. So here are a ten | | | | old fashion paper flip chart work just fine. |
| tips or rules for the road for making all your meetings | | | | Tip 6 - Keep Discussion Organized |
| productive. | | | | The facilitator should keep the meeting moving, |
| Tip 1 -- Establish Purpose and Objective for the | | | | discussion organized and on track. |
| Meeting | | | | Tip 7 - Stick to the Agenda |
| Solicit attendees for input as to the goal of the | | | | Try not to stray or deviate from the agenda. If it |
| meeting (i.e., what issue do you want to discuss | | | | becomes necessary, decide how to without |
| resolve and what are the expected outcomes (i.e., | | | | extending the meeting time. For example, perhaps |
| what do you want to accomplish.) | | | | you shorten the time spent some agenda items, if |
| Tip 2 - Set and Distribute an Agenda in Advance | | | | you extend the time on others or add a new item to |
| Once you have a purpose and objectives create an | | | | the agenda. |
| agenda constructed around the purpose and the | | | | Tip 8 - Keep the Discussion Focused and On-point |
| objectives. Distribute the agenda prior to the | | | | Stick to the purpose and objectives. If attendees do |
| meeting. Include any documentation that will be | | | | not, the facilitator needs to focus the meeting back |
| needed at the meeting. Ask and expect attendees | | | | to the purpose and objectives. |
| to read the materials prior to the meeting. In that | | | | Tip 9 - Recap at the End with Deliverables, Timelines |
| way, value time at the meeting will not be consumed | | | | and Responsibilities |
| reading the meeting materials. | | | | At the end of the meeting summarize the outcome |
| | | | and the next steps. Deliverables should be established |
| Tip 3 - Determine a Facilitator and a Note Taker | | | | with timelines and parties accountable for completing |
| Assign the meeting role of facilitator and a note | | | | should be determined. |
| taker prior to the meeting. The facilitator will be | | | | Tip 10 - Follow-up with Minutes and other |
| responsible for running the meeting. Both the | | | | Documentation |
| facilitator and the note taker will be responsible for | | | | The facilitator and note taker should issue meeting |
| issue meeting minutes. | | | | minutes. The minutes should include the deliverables, |
| Tip 4 - Establish a Start and End Time | | | | timelines and assigned responsibilities. |
| Set the time the meeting starts and the time it ends. | | | | Following these tips will not necessarily guarantee a |
| Respect people's schedules by adhering to the | | | | productive, successful meeting. Good meeting require |
| established start and end times. If someone arrives, | | | | a competent facilitator and attendees/participants |
| late start without them and do not start over when | | | | who will adhere to these rules of the road. Set |
| they arrive (even if it is the boss). | | | | standards for meetings for your company, |
| Tip 5 - Use Technology Effectively | | | | organizations, etc., and make it clear that all are |
| PowerPoint slides, teleconferencing, webinars, | | | | expected to follow them. This will result in successful |
| electronic white boards... there are so many ways to | | | | productive meetings. |
| conduct a meeting these days. There are so many | | | | |