Tips for Effective Meetings

Step 1 – Before

1.1 Get the agenda ready.
1.2 Ensure the right people are at the meeting.
1.3 Make sure attendees have the relevant decision-making authority.
1.4 Be clear on the purpose of the meeting and communicate what needs to be said to make the relevant decisions.

Step 2 – During

2.1 Turn up on time.
2.2 Focus on the meeting – minimize distraction, e.g. turn off mobile phones.
2.3 Keep to the agenda.
2.4 Stick to the agreed timeframe.
2.5 Review all previous actions.
2.6 Raise the relevant issues.
2.7 Don’t problem-solve in the meeting – unless it is a problem-solving meeting.
2.8 Assign a who, when and what to actions – make individuals accountable rather than groups.

Step 3 – After

3.1 Ensure a summary of the agreed actions are documented and issued within 24 hours.
3.2 Schedule the next meeting and include a review of actions.

Having your meeting standing up.
Locking the door once the meeting begins.
Keeping score of issues raised, actions assigned, actions completed on time and then reviewed.
Tracking how many actions have a who, when and what.

Value the input of every delegate.
Ensure only one person speaks at a time.
Never belittle anyone else’s ideas.
70% agreement = 100% commitment for decisions.

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