Tips, Tasters, Thoughts
Successful Meetings
Tips for managing the agenda
The meeting leader has a difficult job. Not only is he or she responsible for managing the process, ensuring the agenda is covered, he or she also has to manage the time and the people!
Here are some tips for success ...
Before the meeting
- Circulate the agenda, making it clear what preparation is expected for the meeting
- Ensure each agenda item has a clear objective so people know what's expected and you will know when you've got a result!
- Put a time against each agenda item. This will help you realise if you have been over ambitious for that meeting and need to jettison any items. It also ensures the most important topics get the most attention.
During the meeting
- Briefly run through the agenda at the start, checking if anyone has brought last minute agenda items. If so, decide (with the group) whether they can be included and if so, where.
- Deal with each item separately and in order. Clarify the objective. Remind the group how much time is allocated.
- Strike a balance between keeping the process moving forward and ensuring everyone is involved in the discussion
- Tactfully, cut short irrelevant discussion and bring the group back to the point by summarising and asking questions.
- Conclude each item properly by summarising the discussion and decisions reached.
- If you wish to deviate from the agenda, explain why and check this is acceptable to the group. Likewise be receptive to requests from participants to deviate from the agenda, being flexible where this will be of obvious benefit to the people and/or the task in hand.
- Provide breaks and refreshments (at least every 90 minutes). As well as allowing a few minutes relaxation, further business can be achieved informally over coffee.
- Enliven the pace when things are flagging
- Change your position & tone of voice
- Invite participants who are lively speakers to make a contribution
- Re-organise the agenda or, with the consent of the group, defer certain items to a later meeting
- How you close the meeting is as important as how you open it.
- Summarise what has been decided
- Briefly go over the agreed actions - by whom and by when
- Clarify what will happen with any unfinished business
- End positively. Emphasise the achievements of the meeting
- Remind people of the next meeting date or arrange it whilst people are present
- Thank everyone for coming and their contributions
After the Meeting
After a suitable period but before the next meeting, follow up on the progress of any projects or tasks. If appropriate, include these items on the agenda for the next meeting.
And then all you need to concern yourself with is 'Managing the People'! Let us know if you would like further information on this aspect of meetings management.
If you would like to know how Bridgford Consultancy can help you improve the meetings in your organisation, please contact Diana or Chris at info@bridgfordconsultancy.co.uk
You are very welcome to copy and use this taster on 'Successful Meetings' as long as you credit Bridgford Consultancy and include our contact http://www.bridgfordconsultancy.co.uk