Effective meetings
Meetings need to be conducted in a way that gets work done. They therefore
need to be structured, organised and disciplined.
Before the meeting
- Distribute an agenda.
- Check that work is being completed as agreed in previous meeting.
During the meeting
- Be clear about its purpose.
- Check allocation of roles such as chairperson, timekeeper, record-keeper,
task manager.
- Check that everyone can see and hear everyone else.
- Switch off mobile phones.
- Agree how long to spend on each agenda item.
- Work through the agenda in a timely and orderly manner.
- Ensure that everyone has a chance to speak.
- When allocating tasks, be:
- fair
- clear about who's doing what
- clear about deadlines for completion.
- Keep a written record of the meeting (see suggested template below).
- Agree the venue, time and duration of the next meeting.
- Allocate key roles for the next meeting.
- Periodically check that ground rules are being followed. Amend them
if necessary.
- Allow feedback from time to time.
- Deal with difficult moments openly and appropriately.
- Regularly review progress.
After the meeting
- Distribute copies of the meeting record to everyone.
- Check that work is being completed as agreed.
For further guidance, see:
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