Starting a Meeting Off Right

by Susan Otto

If you are like most of people, you would say that meetings are typically wasteful,
boring, ineffective, irritating, and frustrating.  Yet, you would also agree that
meetings are important in today’s complex, interdependent work environment.  In
fact, meetings are a necessity, or a necessary evil, for all organizations.

Starting a meeting off “on the right foot” is very important for setting the tone for an
effective meeting.  So, consider these easy steps for opening your next meeting.

First, start the meeting on time.  Starting on time is a courtesy to those who are punctual and
encourages latecomers to arrive on time to the next meeting.  This also means not making those who
were on time listen to the “opening” and summary of missed discussion every time someone arrives
late.

Next, distribute the agenda.  Review the purpose and expected results.  Have these items documented
on the top of the agenda so that you can refer team members to the purpose and expected results if
the focus of the meeting gets off track.  Remember, by stating the purpose and expected results,
team members will know the direction the meeting needs to take and will feel confident that good use
of their time is intended. 

Next, welcome team members and any other attendees.  Be sure to invite introductions, if necessary. 
Consider using a round-robin approach – asking members to discuss their expertise or express their
opinions in relation to the team’s task.

These are simple steps that are easily overlooked, especially in our regular, weekly meeting.  Begin
your meetings on the right foot so that attendees will feel, from the start, that their time is being used
wisely.

(For more information on creating effective meetings, check out Meetings: A Roadmap to Success
eWorkbook at www.Self-StudyCourse.com.)