To prepare an agenda, consider the following factors: - Deepstash

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Running Effective Meetings: Establishing an Objective and Sticking to It

To prepare an agenda, consider the following factors:

  • Priorities – what absolutely must be covered?
  • Results – what do you need to accomplish at the meeting?
  • Participants – who needs to attend the meeting for it to be successful?
  • Sequence – in what order will you cover the topics?
  • Timing – how much time will spend on each topic?
  • Date and time – when will the meeting take place?
  • Place – where will the meeting take place?

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IDEA EXTRACTED FROM:

Running Effective Meetings: Establishing an Objective and Sticking to It

Running Effective Meetings: Establishing an Objective and Sticking to It

https://www.mindtools.com/CommSkll/RunningMeetings.htm

mindtools.com

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Key Ideas

What makes meetings effective

  1. They achieve the meeting's objective.
  2. They take up a minimum amount of time.
  3. They leave participants feeling that a sensible process has been followed.

The Meeting's Objective

An effective meeting serves a useful purpose. This means that in it, you achieve a desired outcome.

For a meeting to meet this outcome, or objective, you have to be clear about what it is.

Things you should keep in mind

...to ensure maximum satisfaction for everyone:

  • If certain people are dominating the conversation, make a point of asking others for their ideas.
  • At the end of each agenda item, quickly summarize what was said.
  • Note items that require further discussions. 
  • Ensure the meeting stays on topic.
  • List all tasks that are generated at the meeting. Make a note of who is assigned to do what, and by when.

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The first 5-7 minutes of a meeting

....is the most important component for conducting more effective meetings.

It establishes the parameters, organizes the terms of reference and tells everybody in the room w...

Begin right on time

During a meeting, do not penalize the people who were there on time by waiting for others who are late. 

Assume that the latecomer is not coming at all and get right on with the meeting.  

Encouraging open discussions
Leaders should take up the role of facilitators and avoid dominating the discussions.

During meetings, it’s very important to get input from everybody, not only from those eager to contribute but even from those who are shyer and less likely to speak up.  

5 more ideas

7 ways to have efficient meetings
  1. Decide if the meeting is necessary in the first place.
  2. Establish a clear purpose for the meeting and write up an agenda.
  3. Start on time and stop on time.
Everyone should know why they've gathered
Everyone should know why they've gathered

Set the agenda for the meeting. It can be summarized on a handout, written on a whiteboard, or discussed explicitly at the outset.

While it may seem obvious to set an agend...

Start and end the meeting on time
  • Start at a predetermined time. Not a minute later. Sitting around trying to guess when the meeting will start is a waste of a precious resource. Busy people should be able to discipline themselves to be there on time.
  • Ending on time is just as important. It will help ensure you accomplish what's on your agenda.
End with an action plan

Leave the last few minutes of every meeting to discuss the next steps.

This includes deciding who is responsible for that task and what the deadlines are.