Workday word–Running a meeting

Here’s part 2 of the discussion of meetings.

You  have your meeting arranged.  The agenda is clear, tight and reasonable.  Attendees have confirmed, the room and facilities are booked and ready.  All eyes will be on you to deliver what you promised.  And you’re wondering whether this meeting will be another colossal waste of time like that one where they spent 2 hours discussing what a status of “red” meant.  (True story!)

Here’s how to avoid one of those. 

  • 15 minutes before the meeting, ensure that all communications (teleconference, mikes, etc.) are set up and ready.  This gives you some time for corrective action if needed.
  • 5 minutes before the meeting, take your place at the table.  The ends of the table are fine; everyone will turn to look at you.  My preference is the middle of the long side.  You can see everyone clearly, and you aren’t too far away from participants. 
  • Ensure that the note-taker is seated next to you, so you can quickly check important information.
  • Start any webcasts / call in to the teleconference (if you are using) and log in as the organizer.
  • At the start time, call the meeting to order. 
  • Greet the participants, and invite them to introduce themselves.  This is particularly important if it’s a webcast or teleconference where participants are not physically present.  For a small group, or a regular weekly meeting in person, it is not necessary to do this each time.
  • Run through the agenda, item by item, allowing time for discussion, questions and disagreement. 
  • If any topic threatens to take over the agenda (something particularly contentious), politely intervene and recommend a separate meeting on that topic, with the results to be reported back within a short timeframe.
  • After the agenda (with any in-meeting changes) is complete, ask participants individually if there are any items that they want to raise.  (For a large group of 15 or more, it is preferable to ask “Any other matters?” and pause for reply.)  Generally, these are informational items only (“We are ahead of schedule, so will need your input by Friday instead of Monday.” or “This is a reminder that we will be going live tomorrow at 10.”)  so not much is needed for discussion.  If a discussion does arise, allow it a couple of minutes before suggesting a follow-up.
  • If the meeting should end a few minutes early, there is no need to try to prolong it.
  • At the end of the meeting, thank participants for their contributions, set the date of the next meeting (if needed) and promise to have the meeting report circulated within 2 business days.

And there you are – a productive, brief, and useful meeting, which you led!  Bravo! Thumbs up

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