7 Rules of Effective Meetings

Prepare an Agenda / Plan

1. Determine the goal of the meeting.  A meeting’s purpose is to collaborate on some plan of action or decision. A meeting without an Agenda is an accident waiting to happen.
2. Set up the Agenda and any documentation or presentation materials with the goal in mind.
3. Remember, some folks prefer visual over verbal formats. Use both in relation to the importance of the meeting. Distribute all information attendees will need to make decisions asked of them, preferably with the Agenda.
4. A well designed Agenda forms the skeleton of the Meeting Minutes. Send Agenda out beforehand; 1-10 days in advance, or commensurate with the time needed to review the materials and the importance of the meeting.

Expectations

Family dinner conversation

1. Quickly review the Agenda.
2. Record each person’s expectations for the meeting; short headlines, no speeches.
3. After the meeting is over, review Expectations along with Next Steps.

Topics

1. List major Topic Headings with short descriptions of topics or issues to be resolved in order to prepare participants.
2. Prepare Topics to conform with time line.
3. Prepare supporting data so attendees do not.  Arrange help as needed.

Next steps

1. Itemize actionable, measurable next steps with the name of the person accountable, and an estimated date of completion agreed by all parties.
2. A plan without a date is called a dream.
3. If ongoing scoreboards or tracking are required, make it a ‘Next Step’ also.  Agree on publication channel.

Park

1. Record non-Agenda questions and discussion topics to be resolved later so they do not side-line the meeting.

Meeting minutes

1. Have participants comment and approve.  To avoid unnecessary delay, warn them that a non-response after a given date will signify assent.
2. Attendees and Distribution should be spelled out on the Agenda and the Minutes, in addition to the Elements above.

Follow-up

1. Track and communicate Next Steps.
2. Track results of Next Steps as appropriate.

Further Reading

Successful Meetings: How to Plan, Prepare, and Execute Top-Notch Business Meetings

 

Related perspectives

Zapped: Why Your Cell Phone Shouldn't Be Your Alarm Clock and 1,268 Ways to Outsmart the Hazards of Electronic Pollution

Successful Meetings In a Week A Teach Yourself Guide (Teach Yourself: Business)

The Complete Idiot's Mini Guide to Robert's Rules Scripts for Meetings (Penguin Classics)

The Meetings Handbook: Formal Rules and Informal Processes