Meeting

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Identify the purpose and desired outcomes of the meeting.

Determine if the meeting is necessary or if the issues can be addressed outside of a meeting

In your agenda, you should state your goal for the meeting.

You should cover the most important things in your meeting.

Identify and invite only the necessary and appropriate people for the meeting • Make sure all attendees can contribute.

Communicate the meeting’s purpose and desired outcomes to all attendees. • Schedule guests who don’t need to be at the entire meeting, which can be an incentive to stay within the meeting’s time limits.

Organize meeting venue. • Provide the agenda and any other supporting documentation Ensure the comfort, quietness and set-up of the space before the meeting. • Provide water or other refreshments when possible.

• Include items to be discussed, and then for each item specify the person leading the discussion, the desired outcome, and the estimated time. • Provide meeting evaluation time and documentation (if applicable). • Limit number of items to a reasonable amount for the meeting’s timeframe • Be realistic about the timeframe for each item. • Schedule breaks periodically for longer meetings. • Make sure to follow your meeting plan. If the meeting starts to go off course or off topic, steer the meeting back to the topic at hand.

• Designate a meeting leader who understands meeting principles • Open meeting with setting or reviewing ground rules and reviewing the agenda • Once the meeting time arrives, start the meeting. • Maintain focus and keep meeting moving at comfortable pace. • Summarize discussion and recommendations at the end of each logical section. • Make a note of any follow-up actions that can be resolved outside of the meeting and move on to next point. • Review issues discussed at the meeting and identify each actions step with those responsible for the step and the timeframe. • Solicit agenda items for the next meeting. • Lead evaluation discussion or collect written evaluations.

Designate a timekeeper who will work with the meeting leader to keep the pace. Start and end on time, regardless of late attendees. Periodically check the time estimates for each item.

GROUND RULES
• Request that all pagers and cell phones be turned to silent or vibrate. • Establish a policy disallowing electronic communications during the meeting. • Start and stop on time. • Determine that each participant’s opinion should be respected. • Encourage participation and openness. • Ask questions for clarity. • Be careful about tangents – stay focused. Don’t interrupt. • Invite and give meaningful feedback. • Talk about difficult topics within the team at the table.

Make detailed minutes when the record is important and simple lists of decisions made and actions to be taken

Designate a note-taker

Capture key points for each item, highlight anything that will be deferred until a future meeting.

Include timeframes for action steps.

Have each attendee evaluate the meeting, using a round-robin, written, or open discussion approach.

Ask questions such as “what can we do better next time?” and “what parts of the meeting worked well?”

FOLLOW UP
Return readable or typed minutes to attendees within 24 hours if possible (same day is even better).

Be consistent with meeting habits. Give out any assignments or instructions before closing, and end on time Be sure to thank everyone for their attendance and participation.

Effective leader is goal oriented. While they may be involved in various tasks a day, they do not get bogged down and help the team solve the problem.

Effective team leaders need to remain positive, even in the face of adverse conditions. This indicates the leader calm in all business or work.

Strong leader. They do not sit too long considering the different options before making a decision. These saves precious times in the organization’s goals are achieved.

Leaders must...
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