by Debbie Robus

Created on: July 21, 2010

Many of us have attended meetings that were poorly organized.  We've participated in conferences and lectures that were derailed by someone who asked numerous - or irrelevant - questions.  And while it sounds like an easy thing to be able to lead meetings with efficiency, the truth is... a lot of skill and careful planning is required.

The first step toward conducting an efficient meeting is to plan thoroughly and organize completely.  Create an outline and stick to it.  Scripts are great, but they don't allow for the unexpected... the element of surprise for which no amount of planning will compensate.  However, a well-created outline will give the leader a format to follow and keep things on course, while allowing room for improvisation and the unexpected.

Remember that people remember what is presented in  the beginning, the middle, and the end.  Start strong, and finish even stronger.  Be sure the middle portion of your presentation is equally engaging and holds the group's attention... so that everyone is still on board for a strong finish.

If you plan to include a question and answer session ... or time for a discussion/roundtable ... be sure to monitor this portion of the meeting closely.  Do not allow one or more persons to slow the forward progress, much less take the discussion or the entire meeting in a completely different direction.  If you see this happening, steer the participants back to the topic at hand.  If the meeting includes a group of more than ten people, securing an assistant to monitor discussions and screen questions is advisable.

Study your outline and ensure you have prepared adequately before the meeting begins.  If you are presenting a lecture, practice what you will say... and time it.  Allow extra time to compensate for the element of surprise ... AV equipment that doesn't work, people who enter the room after the meeting starts and cause a disruption/distraction, and more.  Once, I began leading a session at a trade convention that was supposed to open with a lecture-style presentation and end with questions and answers.  The designated meeting room proved to be too small for all who wished to attend. Some fifteen minutes into my 90-minute presentation, those in charge decided there were too many people gathered in the room to meet the fire safety code.  They determined that we needed to stop and move to a larger room.  Of course, by the time AV equipment was re-set and everyone was settled again, much of the designated time for the meeting had passed.  I had to do some quick thinking and fancy footwork to cover the pertinent points and finish successfully ... and on time.

We've all been to meetings where the leader was confident, engaging, and managed the allotted time well ... all while rolling with the punches as they arose.  We've also been to meetings that either seemed to drag on and go nowhere ... or seemed disjointed and disorganized and felt like a major waste of time.  By doing your homework and planning carefully for a myriad of scenarios, you can be an efficient leader and conduct a meeting that leaves attendees glad they came  - and even clamoring for more!

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