How to Conduct Effective Meetings

K. Joy HammTraining & Education Chair

Jr. League of Savannah

“We meet because people holding different jobs have to cooperate to get a specific task done. We meet because the knowledge and experience needed in a specific situation are not available in one head, but have to be placed together out of the knowledge and experience of several people.”

- Peter Drucker

Why Meet?

Before you call a meeting, make sure that it is really necessary◦ Is a meeting the best way to solve the problem,

improve the process, or make an ongoing plan?◦ What is the PURPOSE of the meeting?◦ What happens if I don’t call this meeting?◦ What ALTERNATIVES do I have?◦ How much will a meeting COST? Can you accomplish

your goals with an e-mail discussion or distributing and requesting information through other means?

Make sure a meeting is needed and not just convenient for you – you’ll get better results!

Do We Even Need This Meeting?

Ask yourself . . .◦ Who needs to help you with/attend the meeting?◦ What are the goals for the meeting?◦ What is the end result that I expect from the

meeting?◦ When and where will the meeting take place?◦ What should the agenda include?

Your meeting purpose will determine the meeting focus, the meeting agenda, and the meeting participants

“Begin with the end in mind.” – Steven Covey

Plan the Meeting

Provide pre-work, charts, graphs, and reading material 48 hours before the meeting◦ Passing out reams of handouts at the beginning of

the meeting is frustrating The more preparation time you allot, the

better prepared people are

Distribute Pre-Work Prior to the Meeting

Start and end of time◦ Have time limits for each agenda item◦ Keep the group on task

Keep an eye on the energy of the group◦ Call for a break or table items if tensions develop

Try to sit in a circle so that attendees feel more included in the process◦ Encourage participation from all group members◦ Don’t let anyone dominate

At the Meeting

No one wants their time wasted! Everything done in the meeting should

move the group toward completing the meeting’s objective

If a particular topic seems to be taking more time than planned for . . .◦ Hurry the discussion along◦ Push for a decision◦ Defer discussion until another time◦ Assign the discussion to a subcommittee

Use Your Time Wisely

If certain people are dominating the conversation, make a point of asking others for their ideas

Watch body language – take a break when needed

Stay on topic Ask for feedback about the meeting Always try to end on a positive note – even

when the meeting might have been continuous

Keeping Members Engaged

Who attended What decisions were agreed on What assignments were given and to whom What will be the topic of the next meeting What, if any, unfinished items exist

Record the Meeting

Effective meetings involve a balance of leading and facilitating◦ Leading provides control

Stating your case, providing information, making proposals, enforcing rules

Helps to get people involved◦ Facilitating creates participation

Asking sincere questions, creating a void for others to fill

Lets the members of the group be the stars Increases results

Finding the Balance