10. If you must have a meeting, plan how to get the most out of it
[References - 11]
Meetings are commonly held to introduce new ideas and activities,
to review the progress of existing ones, to discuss alternatives for solving a
problem, to make decisions, or to do any number of things. But, people the world
over complain about meetings, judging them a waste of time and effort. If you
know how to run a meeting effectively, that is, if you can conduct it in a way
that makes efficient use of time and achieves the purpose for which it was
planned, your meetings need never be a complete waste of time.
The following steps can help you to run a more effective
the purpose: Provide people with a clear understanding of what you want from the
meeting and why you want this particular group of people involved.
Prepare an agenda: Prepare an agenda of the topics to be covered, the
names of speakers, the amount of time to be spent on each topic, and any
procedures, e.g., brainstorming, group exercises, that will be used.
Clarify roles: Clarifying roles of the participants can be useful if
people are meeting together for the first time or if the group is large and
needs to be structured. The team leader: usually but not always the supervisor,
calls the meeting, sets the agenda, and initiates discussion. A facilitator
keeps the meeting on track, moderates any conflicts, and monitors time. A
recorder or scribe keeps a written record of what happened in the meeting.
Additional roles such as advisors or observers could be assigned if
ground rules: Make explicit the rules on how the meeting will be conducted. Some
examples include: to respect one another and not interrupt while someone is
speaking, to make decision by consensus,