Another Handful of Tips 24 –     Meeting Guidelines

Five of the best tips to improve your next meeting

The next meeting you chair should be enjoyable with plenty of variety and finish on time. All present should have had the opportunity to contribute to any decision making.

1. Welcome attendees and state the objective of the meeting

Outline the agenda to reach your objectives.

(Make sure you have a secretary to keep the minutes)

2. Explain the ground rules

If it is a formal meeting (e.g. an annual general meeting) be guided by the constitution.

3. Keep the meeting focused on agenda items

Items on your agenda should be specific; ‘For your information’; For a decision’; For action by….’, (state date and person responsible); ‘Approve or deny a request.’

4. Control and encourage discussion

Don’t let anyone dominate. Encourage shy and quiet people to contribute and express their opinions. Let experienced people give their advice or thoughts but curb anyone dominating the discussion.

Minimise irrelevant debate.

Review and summarise periodically during the meeting.

Clarify understanding on what has been agreed and what the next steps are.

5. Record recommendations

Who has agreed to carry out any follow-up tasks, by when.

Circulate decisions and recommendations in writing as soon as possible after the close of the meeting.

Evaluate the meeting and look for ways to improve your next meeting.

-Geoffrey Moss

” A meeting is the place where we talk about what we should be doing.”

SOURCE: “Persuasive Ways” published by Moss Associates Ltd, New Zealand and in Chinese by Shanghai People’s Publishing House and as “Secrets of Persuasion” by Cengage Learning Asia. Also available as an e-book from Amazon.com.