How to Conduct an Effective Meeting

Meeting Preparation and Room Setup
A Meeting room should be setup at least thirty minutes prior to any meeting. This prevents early arrivals from walking in on an unprepared room. All meeting materials including resource examples should be combined and preset at each attendee's space. This reduces late comers interupting with confusion about materials. There should always be a sign-in sheet to record attendance. For a morning meeting, coffee/breakfast should be set out. For an afernoon meeting, drinks and snacks are appopriate.

Agendas
All meetings require an agenda whether it be two people or a million. The objectives of the meeting should be included at the top of the agenda, as well as date, start time and end time of the meeting. Each agenda item should be time specific on the agenda as well. This keeps the meeting from running too long. The person responsible for the agenda item should be to the side of each agenda item. If someone is expected to lead an agenda item, they should be informed prior to the meeting. No one likes to be caught off guard.

Timeliness
Always start on time because it shows respect for those who are prompt. This also sets a standard "______ always starts on time," discouraging late arivals. Ask those present to volunteer for "Timekeeper" of the meeting (explain this responsibility, if needed). Always end the meeting on time (again, this shows respect). If you see that the meeting is going to run late, ask the group what they would prefer to do (continue or pick up where we left off at the next meeting). Example: I think we are having some good discussion on this topic, but we set the meeting from 10-11 a.m.. Would the group prefer to pick up here next time or stay for a few extra minutes?

Introductions
Every meeting should begin with group introductions (name, division, job title, etc.). Ask for updates from their department or business if time permits. Late arrivers should be introduced between agenda items, if appropriate. You should pass the sign-in sheet around a final time at the end of a meeting to capture those who arrived late.

Visuals
The facilitator should gather or prepare handouts to go along with any special speakers or topics. Powerpoint shows are great! Any powerpoint shows should be included on a handout as well. Brochures should be provided when appropriate. Giving the listener as much overview material as possible will help with information retention.

Ordering Lunch
If lunch has been ordered for the group and group members need to pay, do the following: have a list of what the person ordered and the amount due including tax and tip (if applicable), have an envelope with the list for people to place their money in, give money to the person in charge of reimbursements a.s.a.p. When preparing the purchase order a copy of the agenda and bill should be attached. Do not forget to provide drinks if not included with lunch.

Keeping a "Handle" on the Meeting
If side-talk begins to occur, the meeting facilitator or "timekeeper" should politely ask the group to speak one-at -a-time, so everyone's ideas can be heard; remind the group if necessary. If the group gets off topic, ask that they focus on the subject at hand. For meetings over 1 hour, a fifteen minute break should be taken for each hour in session. This helps with evaporating attention spans. If a meeting appears to be getting out-of-hand (arguments, raised voices, no consensus, etc.), ask the group if the topic can be tabled until the next meeting. Also , ask if more information needs to be gathered before then and assign tasks or ask for volunteers in gathering the necessary information.

Ending the Meeting
At the end of the meeting, there should be a recap of the meeting and a review of assignments and deadlines. Example: today we made progress and finalized more plans for the event. For the next meeting, Janie will call Senator Smith, Mary will contact Jim Ogden, and Linda will provide lunch for the next meeting. The facilitator should always thank everyone for their attendance and input. It is usually good manors to return the room to its original position and make sure it is clean, this includes furniture, food, drink, etc.