CHECKLIST OF MAJOR ELEMENTS ESSENTIAL FOR MEETING EFFECTIVENESS

Purpose:

Plan meetings with purpose.  Define the purpose or objective of the meeting

Participant:

Determine the people who need to attend this meeting to accomplish the purpose.  Structure the meeting and be organized to best accomplish the purpose and it should have the greatest impact on the participants to attain the meeting objective.

Location and Time

Select a meeting place that best matches the participant's needs, objective, and the meeting structure.  Give consideration to size, comfort, accessibility, adequate parking, room acoustics, equipment needs, etc.  Choose a meeting time base on the availability of participants and meeting facilities.  The anticipated length of the meeting should also be a factor in deciding when to schedule the meeting.

Agenda

Prepare a meeting agenda and distribute to participants at least three days prior to the meeting day.  An agenda is crucial to meeting success in three ways:

·         clarifies the objectives so people understand the meeting purpose and tasks;

·         helps participants plan and prepare to make an effective contribution; and

·         provides direction and focus for the discussion.

There are a variety of agenda styles but essentially they should contain at least the following elements:

·         title (e.g., evaluation review meeting),

·         time (e.g. 8:00-10:00 a.m.)

·         date,

·         location,

·         discussion items, and

·         names of persons responsible for covering each item.

Some people prefer to include time allotments for each agenda item to improve meeting effectiveness s (e.g. review minutes 1:05-1:10).

Responsibilities

There should be a mutual understanding of not only the meeting purpose, but also individual assignments and how they fit into the total program.  Meetings that are more focused on brainstorming or creativity may require little or no individual assignments.  In task-oriented or policy deciding meetings, it is best to prepare a written summary of assigned duties so individuals know what their responsibility is for the meeting.

Confirmation

If it is a first meeting or if the meeting is on a new day or time, individually contact all participants a week to three days before the meeting day.  Contact can be as simple as sending everyone a friendly reminder through office e-mail, phone calls, or a post card reminder through the mail.  For regularly scheduled meetings, choose a location and meeting time and try not to change it.

RUN EFFECTIVE MEETINGS

• Begin on time and end on time

Starting a meeting late sends the message that it's okay to be late and it shows a lack of respect and appreciation for those who make the effort to arrive on time.  If you begin a meeting five to seven minutes after it was scheduled, you are starting late.  Some people may have back-to-back meetings.

Ending on time shows respect for participants valuable time.  However, no one ever complains if you are fortunate enough to end early.

• Use the Agenda

Review the agenda with participants at the beginning of the meeting. Continually refer back to the agenda throughout the meeting to keep discussion centred on the stated purpose and specified agenda items.

• Use an Ideas Bin

A "bin" consists of blank sheet s (one or two) torn from an easel pad and taped to the wall.  The bin serves two valuable purposes:

• stores valuable ideas for consideration at an appropriate and convenient time, and
• allows discussion to stay focused on the agenda topic.

Using the bin is an effective way to keep discussion focused and it helps people hold onto their thoughts and ideas without being disruptive to the meeting.

• Establish and Use Ground Rules

Ground rules are explicit rules that the group agrees to follow to help them facilitate productive discussions.  The ground rules should be written down.  Ground rules lay out the expectations of "the way things should be done at meetings."  Ground rules are used to facilitate group interaction, not to restrict it.  The group can change the ground rules or add new ones based on group needs.

Examples of some typically used ground rules include:

• arrive and start on time;
• stick to the agenda;
• everyone participates;
• be realistic when accepting follow-up tasks;
• focus on interests, not positions;
• separate people from the problem;
• respect different viewpoints;
• share responsibility for following the ground rules.
• Control dominating individuals

Make sure each individual has a fair chance of expressing ideas and opinions.  Do not let one person dominate the discussion.  Ensure that quiet participants are expressing their ideas and opinions.

§  Bring Food

Food energizes and motivates people more effectively than any other meeting tactic.  Although many people still prefer the standard coffee and donuts, alternatives such as fruit, juice, and bran muffins can be provided.

§  Summarize

Conclude the meeting by summarizing the discussion, decisions made, tasks delegated, deadlines, and any action required by participants.  Include in the summary any review plans for follow-up or the need to schedule any succeeding meetings.  It is far easier to schedule the next meeting while everyone is at the table then it is to wait and contact each participant individually.

Shared from:

Marlene K. Rebori, Community and Organizational Development SpecialistHOW TO ORGANIZE AND RUN EFFECTIVE MEETINGS, http://www.unce.unr.edu/publications/files/cd/other/fs9729.pdf