Tips for Conducting Effective Business Meetings
Staying on Track and Improving Productivity at Work
Sep 8, 2009
Whether a meeting includes two or twenty people, a productive meeting will accomplish the tasks in the agenda. The chairperson (or just “chair”) is responsible for keeping it on track.
If the meeting organizer has invited the proper people and created a suitable agenda, the chairperson has a good head start on a successful meeting.
Starting the Meeting
- The chairperson should review the invitation list. If important members are missing, it may to necessary to cancel the meeting. This sends a clear message that the meeting will not just be open discussion, but is purposeful and intended to reach decisions.
- Alternatively, if there are others attending that are not germane or necessary to the meeting, they should be politely excused, to not take time from the vital members.
- The chair should review the agenda. If the situation has changed, the agenda can be adjusted, or the meeting can be canceled, in order to avoid wasting time.
- The chair should make sure the group agrees to the agenda, and any needed items can be added at this time. If there are multiple items on the agenda, and time as been allotted to each, any new items must fit in the schedule.
- The chair should designate someone to take minutes. It is preferred that it should be someone else other than the chair, who then can concentrate on running the meeting.
- The chair should verify that any assignments that were to be completed before the meeting are done, otherwise consider postponing if they materially effect the purpose.
- In order to concentrate on the meeting tasks, members should eliminate distractions by turning off cellphones and Blackberries, or at least make sure they are on mute.
Keeping Discussion Positive in a Meeting
The chair has the responsibility to make sure all participants have the opportunity to make their views known. Indeed, if the proper people have been invited, it should be mandatory for all to participate.
If some members do not offer their thoughts after a reasonable amount of time, the chair should call on them. People may not contribute on every topic, but if they never have anything to add, there was no reason to invite them to the meeting.
The chair needs to prevent any individuals from hogging the meeting time. This requires finesse and judgment, so all pertinent information is presented, and none of the members are alienated.
Keeping the Meeting on Track
One method of staying on track is to allocate specific times to agenda items. Some chairpersons will designate a timekeeper, often the recorder. For strict adherence to the agenda, some teams will use a timer with a bell, or the recorder and chairperson can subtly keep track via a clock or watch.
Once the business of the meeting is completed, the chair should adjourn the meeting. If someone wants to discuss other items, excuse those that do not need to be involved. If additional meetings, are required make sure assignments include appropriate deadlines.
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