Effective Meetings —Part Three of Six

4 Communicate the purpose and desired outcomes to all participants. This helps eliminate confusion and surprises. This can be done formally or informally. Prepare and send an agenda at least 2 to 3 days ahead of the meeting. If it’s an impromptu meeting construct the agenda at the meeting.

Beginning the meeting.

5 Restate purpose and desired outcome(s) of the meeting. Be sure to ask for questions to clear up any misunderstandings.

6 Review the agenda or create one (if it’s an impromptu meeting). When creating an agenda:

-Note available time. Do not overload the agenda so that the meeting ends with agenda items not covered or with meeting times violated.

-Invite input.

-Prioritize topics; most important items first or last depending on agenda topics (could help set the tone for the more important decisions).

7 Define or review the meeting ground rules. Ground rules set the tone for how the meeting will be conducted and have beneficial effects because they encourage positive group standards. Openly state expectations regarding behavior and facilitator control. Come prepared with your own list of ground rules to stimulate discussion. Here are some ground rules to consider:

-Participation in the meeting discussion

-The need for open expression

-Behavior boundaries including preventing put-downs

-Sharing discussion and listening

-Encouraging and supporting behavior

-Time limits

-Money constraints

-Confidentiality

Author: maxbinkley

Creator of Leadership to the Max My experience in the military helped set the career path for me in human resources. After the military I worked for The Dow Chemical Company and left there in 1993 to venture out on my own. I purchased a small business, then a franchise then started another business in semi-retirement.

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