An ongoing issue in today's business world is the misuse of time. More specifically, improper use of meeting time can be unproductive for everyone. The best way to run a better meeting means careful preparation and follow-up strategies. Following a few basic guidelines will produce meetings that are more meaningful.

In order to utilize the time effectively, the first thing you need to do is determine whether the subject requires a meeting to happen. If you are looking to convey status or provide previously requested information to someone, you do not necessarily need to plan a meeting. An email communication and a follow-up phone call will usually suffice. If you decide that you will need to organize a meeting, the following information will help you plan and execute an efficient meeting, and provide a better experience for everyone.

Next, consider your agenda. The most important element in successful meeting planning is the agenda. Creating a detailed agenda will help both the facilitator and the attendees keep on track. Your agenda is an important tool that you can use for easy transition from one item to the next and should be used as a driver for the meeting topics. If you are meeting about multiple issues, include the duration of time that you would like to spend on each item. Build a little "fluff-time" into your agenda to leave room for open discussion and questions. Send the agenda out a few days in advance to give everyone a chance to review the subject matter and better prepare, especially if you are requesting documentation of any kind.

Equally important are the meeting minutes. If you are going to facilitate the meeting, either request that someone take the minutes prior to the meeting or ask at the beginning of the meeting for a volunteer. When taking notes or minutes at a meeting, it is recommended that "take-away" items be noted. These are items or tasks that you are requesting your attendees to follow-up with after the meeting. They should include the name of the owner and to when they committed they would complete the task.

Book your meeting. Carefully consider the facility in which you plan to have your meeting. Will it comfortably fit the number of attendees? Is it convenient in location? Does it provide any special accommodations such as phones for conference calls, room for special equipment, proper hook ups, and outlets? Send invitations that include the meeting location to guests as early as possible. You will also need to

• 1
• 2
• next page >>

---

Add your voice

Know something about How to conduct effective meetings?
We want to hear your view. Write now!