Meeting Management

Why It’s Important

It’s impossible to be part of an organization today and not attend meetings. Staff meetings, project meetings, task
force meetings, coordinating meetings – the list is endless. The worst thing about many of these meetings is that
they’re poorly run and waste valuable time.

So, how can you improve the meetings you lead or attend? Start by using the following checklists of ineffective and
effective meeting ingredients…and then change your behavior!

Pinpoint Common Elements of Ineffective Meetings

Use the following checklist to pinpoint some of the common elements to ineffective meetings:

– Meeting goal is unclear for some members

– A vague or nonexistent agenda
– No time limits on discussions
– No process for working on important issues
– No one facilitating discussions
– People haven’t done their homework
– Discussions go in circles
– Lack of closure to discussions
– People argue rather than debate points of view
– A few people dominating while others sit passively
– Meetings that end without detailed action plans for next steps
– Absence of any process checking of the meting as it unfolds, or any evaluation at the end

Include These Ingredients to Ensure Effective Meetings

By contrast, here are the ingredients shared by all effective meetings:

– A detailed agenda that spells out what will be discussed, the goal of the discussion, who is bringing that item
forward and an estimate of how long each item will take
– Clear process notes that describe the tools and techniques that will be used
– Assigned roles such as facilitator, chairperson, minute taker (scribe) and timekeeper
– A set of group norms created by the members and posted in the meeting room, such as:
o being on time,
o not doing email or IM,
o respecting each other’s opinions,
o listening actively,
o debating differences of opinion calmly,
o honoring privacy,
o being supportive rather than judgmental, taking responsibility for actions
– Clarity about decision-making options and how they will be used
– Effective member behaviors, including:
o Supporting and offering ideas
o Probing for clarity and understanding
o Summarizing ideas and concepts
o Managing conflict
– Periodic process checks to make sure progress is being made
– Clear conflict management strategies
– A process that creates true closure
– Detailed and clear minutes
– Specific follow-up plans
– A post-meeting evaluation (even if through 1:1 feedback)