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How To Conduct A Meeting
By Alan Leach
Love them or hate them, meetings are an essential part of our working life. Knowing how to conduct a meeting effectively is an important skill for managers and supervisors alike. Knowing how to conduct a meeting involves much more than the meeting itself. Thought must be given to the planning and follow-up tasks also.
The first step in knowing how to conduct a meeting is the preparation. This includes making sure the meeting is absolutely necessary. A lot of time is wasted every year by pointless meetings, which often have the outcome of organizing more pointless meetings in the future. If the meeting can be replaced by an email or telephone call, then do so.
An agenda is a vital tool in knowing how to conduct a meeting. Develop the agenda in advance and circulate to all those involved to allow them to think about the issues. Give them a specific time, date and location for the meeting. Ensure that an estimated duration of the meeting is given, and this should be feasible given the topics under discussion. Encourage participants to arrive on time, and make sure any extra facilities are working and ready. Technology has a nasty habit sometimes of surprising us when we least want it to, so ensure if you use PowerPoint or other devices that they work perfectly.
While meetings are a necessary evil for many, one key way to learn how to conduct a meeting well is to use the opportunity to have some fun. Something simple as providing refreshments or a brief informal chat with the participants can make a difference.
It is vital to have a note-taker on hand to record those who are present, as well as any decisions made at the meeting. At the beginning of the meeting it is necessary to set out ground rules, which may include rules for interrupting, whether you would like to go round-table or other rules. It is important everyone is aware of the rules and it is just as important that you make sure they are upheld.
One key fact to remember when learning how to conduct a meeting is that you should speak less than the other people. It is not a meeting for you to discuss whatever you want, but rather for you to find out what others think. As such, the role of the chairperson is to encourage, paraphrase, summarize and question. Allow everyone equal opportunity to participate and be tough with such behaviors as constant interruption or aggressive attitudes.
As each item on the agenda is finished, assign specific people to work on any necessary follow-up tasks. The minute taker should ensure this is recorded. Try to keep the tempo of the meeting brisk, and don't get bogged down in details. Avoid digression and try always to stay on track.
In longer meetings, regular summaries allow the participants to see progress made, and ensure focus is kept. It might be a good idea to take breaks, and taking refreshments is another opportunity to build relationships with those you are dealing with.
At the end of the meeting, ask the minute-taker to summarize the key decisions made, as well as the tasks that need to be done in the future and by whom. Within 24 hours of the meeting finishing, ensure every participant (and any others you deem necessary) has a written copy of the action notes, so that there is no opportunity for disagreement or uncertainty about what is expected of them.
While conducting a meeting is a difficult skill, practise does make perfect. Ensuring you know how to conduct a meeting is the first step.
See Also:
Leadership Development
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