Here’s a nice little guide to holding effective meetings that I came across. It’s written for volunteer based organizations but is appropriate for any

How to run an effective meeting

HOW TO RUN A MEETING

Context: In a volunteer driven organization meetings are more than a tool to accomplish goals. People are present for many reasons beyond the agenda and your duties are often more than a chairman or facilitator. Your role may change from meeting to meeting, as the team and individual roles develop. As a leader of the meeting it is your task to guide the group to accomplish the necessary goals and facilitate individual/group needs as they pertain to the overall team health, well being and productivity within established time constraints.
1. What is the purpose of the meeting?

• Set clear goals in advance
• Give ample context for meeting content in advance
• Set expectations for those attending:
• Developing a team spirit
  • Creating, roles, structure and process
  • Sharing information
  • Decisions by consensus
• Input for consideration with decisions by another body

2. Give ample warning:

• 4 week, 1 week, 1 day
• Call when you have to!

3. Know what is your role:

• Facilitate, mediate and lead
• “In charge”/ chairman/ rotating chairman/ participant
• Give people a voice relative to their role
• Guide conversations
• Establish and accomplish goals
• Bring people together
• Foster a team spirit

4. Facilitate them in their role:

• To be part of team
• To participate
• To be an expert in their area
• Help them find their roles
• Pre meeting conversations when necessary

• New group — take control, but be responsive and flexible
• Mature groups — Softer reigns (i.e. -allow people to help prioritize agenda items)

5. Be prepared:

• Have them prepared
• Introduce ground rules as necessary
• Meeting structure — weekly vs. monthly vs. yearly
• Agenda planned — allow for input when appropriate/ what format? How do you share the agenda?
• Send docs in advance
• Who is coming? Examine the individuals and the potential or known group dynamic and be prepared mentally to do what is necessary to keep things on track and productive
• Examine the balance between individual and group expectations
• Do your homework – whatever it is

6. Assign roles:

• Time keeper
• Note taker
• Vibe checker
• Chairman
• Preparing agenda
• Tracking deliverables
• Set up/ Clean up crew
• Food getter

7. Respect people’s time:

• Start and end on time
• Keep content relevant
• Consider people’s head-space when arranging the agenda (i.e.- warm up item first, meaty items next, fluff at the end)
• Prep technology tools in advance
• Schedule meetings around other calendar events

8. Set a tone that works for your group and matches your goals:

• Fun/casual/professional/  ?
• Food
• Your body language counts
• Where you sit sends a message
• Keeping your composure = strength
• If you have to get heavy prepare people in advance
• Get the issues out without singling people out
• Question how often you say “no” and in reference to what
• Check your ego at the door
  • Don’t take anything personally
  • Take the high road
  • Let others bring up key points
  • Examine how much you are talking in relation to others

9. Close Meeting:

• Recap what was covered in the meeting
• Call out deliverables
• Plan next meeting time
• Thank people sincerely
• Avoid individual kudos if you cannot cover everyone’s contributions

10. Follow Up:

• Notes:
• Take notes
• Post them promptly after meeting
• Allow others the opportunity to review, change and add things when appropriate
• Deliverables are tracked
• Deadlines are met
• Focus is maintained
• Progress is made
• Celebrate successes
• Find the method that works for your group