How to prepare, lead and follow-up meetings

How to prepare, lead and follow-up meetings

What to do before the meeting

 

 A large part of what makes a meeting successful occurs in the preparation phase. Although it may vary by committee, department or unit, there are seven key responsibilities expected of chairs or team leaders before a meeting takes place. Each is explained in detail below.

1. Clarify purpose and aims

           

A clearly stated purpose or aim describes the key decisions that must be made or actions that must occur at the meeting. The purpose of a meeting should be stated at the top of the meeting agenda.

2. Create an agenda

           

An agenda is a framework that guides and supports the meeting. Agendas are like roadmaps, blueprints, flight plans, and recipes. An agenda helps focus the group's work toward achieving desired outcomes. Good agenda items provide focus and structure for a meeting.

3. Schedule the meeting

           

Scheduling a meeting involves much more than just making a list of attendees. It requires identifying key people who must attend and either finding times that work for them or notifying them of the meeting's time and location. Once an optimal date and time are agreed upon, a meeting location can be selected.

4. Post and send out agenda

           

An agenda should be sent to participants ahead of time to help them prepare to participate.

5. Circulate supporting information

           

You should always circulate supporting materials to participants in advance of the meeting. However, deciding how much information to send in advance can present a conundrum. Some people won't look at anything prior to the meeting and some will conscientiously read all the supporting information they can. Here are some things to consider when deciding what and how much to send out ahead of time:

6. Make room arrangements

           

Ensure that room arrangements (including refreshments) are made. Room arrangements can make a big difference in how well a meeting goes or doesn't go. Most important is that participants can see and hear each other. 

Although a U shape arrangement or open square is ideal for smaller groups of 20 or less, it is not usually a good choice for larger groups. The yawning hole in the middle makes communication difficult. A herring bone arrangement of tables is usually better for these larger groups.

What to do during a meeting

   

          

The meeting leader can make a huge difference in a group's productivity. These ten leader actions can maximize the group's time and productivity. Each is explained in more detail below.

1. Start meeting on time

           

Start the meeting promptly on schedule and do not wait for others to arrive. A large amount of professional time is wasted by leaders who wait for more people to arrive before starting a meeting. It may require a change in the culture, but once people know that you start your meetings on time, they will arrive on time.

                       

2. Ensure quorum

           

A quorum is the number of members entitled to vote who must be present in order that business can be legally transacted. The quorum is usually the majority of the members unless a different quorum is decided upon.

If a quorum is not present, any business transacted is null and void.

                       

3. Review agenda

           

Always briefly review the agenda including the aims and purposes as the meeting gets started. This helps participants focus their attention and understand what will be required of them.

In reviewing the agenda, the meeting leader should make it clear what decisions must be made or actions must be taken.

                       

4. Keep discussion focused

           

Focus on agenda items. Even if these items are clearly listed and emphasized, creative, intelligent and committed people may stray from the topic.

To get a runaway meeting back on track, the meeting leader can say, "We are getting off topic and need to move back to XYZ." Then he or she repeats the topic, issues or question again.

                       

5. Encourage participation

           

Effective meetings are participatory and good leaders try to get everyone involved.

                       

6. Help group come to decisions

           

A group reaches consensus when it finally agrees on a choice and each group member can say: 

• "I believe that others understand my point of view"
• "I believe I understand others' points of view"
• "Whether or not I prefer this decision, I support it (and will not undermine it) because it was arrived at openly and fairly and is the best solution for this committee or group at this time."

Be clear before the discussion begins how the final decision will be made--if vote will be taken or if decision will be made by consensus and/or prioritization of options.

                       

7. Summarize decisions

           

When a group seems to have come to a consensus or decision, restate and summarize what the final decision is. This helps to ensure that all members hear the same thing. Clarification at this point can prevent problems later.

                       

8. Agree on action plan

           

An action plan outlines the specifics that must be done. Not every goal needs an action plan, but for goals that involve more than one person, it's usually helpful to be specific about who will do what by when. Every goal should have a point person-an individual charged with ensuring that the goal is moving forward. The point person is not expected to complete the goal personally but to connect the people involved, make progress reports, and seek assistance or resources needed to keep the goal moving forward.

           

9. Draft agenda for next meeting

           

Ask for agenda items for the next meeting. People are more likely to participate in a meeting if they have had some input into building the agenda. Even if every item suggested cannot be dealt with in a meeting, look for ways to provide information via handouts, E-mail, or creating connections with others.

                       

10. Evaluate meeting

           

Before the meeting adjourns, try to do a brief evaluation. Ask some informal questions such as, "Do you feel like we accomplished what we needed to today? Did everyone participate?" The meeting leader can ask the questions with group members answering in turn or the questions can be asked for anyone to answer.

Don't assume that ideas discussed during a meeting will be put into action or even remembered. To ensure follow-through and accountability a meeting leader needs to do three key tasks after the meeting ends. These are discussed in detail below.

  

     

What to do after a meeting

1. Distribute minutes

           

Ensure that minutes are produced and promptly distributed to all attendees. Meeting minutes don't need to include everything everyone said. They do need to include following:

Date, time location

Attendees

Key points raised and decisions made

Motions and voting results if votes taken

Who is responsible for what follow-up action and by when

Name of the Recorder

Most word processing software includes templates for agendas and minutes.

                        

2. Archive meeting documents

           

All meeting documents including the agenda, minutes and supporting documents should be kept together and archived.

These records can be checked when questions arise about past decisions or actions. It is discouraging to committee or group members to rehash prior discussions or decisions because of poor record keeping.

           

3. Check on action

           

Often people need a gentle nudge to remind them about completing action items. Leaders need to check to ensure that action is taking place as agreed. The check can be an E-mail or phone call to the point person or a meeting devoted to checking on progress. Not checking may send a message that not much action is really expected.