Factors affecting how best to run

meetings
Your choice of structure and style in running an effective meeting is hugely
dependent on several factors:

 the situation (circumstances, mood, atmosphere, background, etc)

 the organisational context (the implications and needs of the business or
project or organisation)
 the team, or the meeting delegates (the needs and interests of those
attending)
 you yourself (your own role, confidence, experience, your personal aims,
etc)
 your position and relationship with the team
 and of course the aims of the meeting.

There will always be more than one aim, because aside from the obvious
reason(s) for the meeting, all meetings bring with them the need and opportunity
to care for and/or to develop people, as individuals and/or as a team.

When you run a meeting you are making demands on people's time and
attention. When you run meeting you have an authority to do so, which you must
use wisely.

This applies also if the people at the meeting are not your direct reports, and
even if they are not a part of your organisation.

Whatever the apparent reason for the meeting, you have a responsibility to
manage the meeting so that it is a positive and helpful experience for all who
attend.

Having this aim, alongside the specific meeting objective(s), will help you develop
an ability and reputation for running effective meetings that people are happy to
attend.

Having a good understanding of other areas of management, including many

featured on this website, will improve your overall ability to run meetings, for
example:

 delegation
  goal planning
 project management
 the Tuckman model of team maturity and development
 the Tannenbaum and Schmidt model of team development
 personality and styles
 facilitative decision-making (Sharon Drew Morgen's methodology - it's not
just for selling)
 ethical and social responsibility considerations (ethical reference points are
essential)

Basic rules
Here is a solid basic structure for most types of meetings. This assumes you
have considered properly and decided that the meeting is necessary, and also
that you have decided (via consultation with those affected if necessary or
helpful) what sort of meeting to hold.

1. plan - use the agenda as a planning tool

2. circulate the meeting agenda in advance
3. run the meeting - keep control, agree outcomes, actions and
responsibilities, take notes
4. write and circulate notes - especially actions and accountabilities
5. follow up agreed actions and responsibilities