Subject: Conducting an Efficient Business Meeting
Meetings consist of three or more individuals who gather to pool information, solicit feedback, clarify policy, seek consensus and solve problems. In an effort to effectively lead and facilitate our meetings I have done extensive research to help with this process. In this memo I have highlighted some key points that should help our facilitators properly conduct meetings for their departments.
Before the Meeting
In preparing for a meeting the facilitator should make sure that they have done the following:
Determining your purpose: This is imperative. ...view middle of the document...
Meetings about decision making should be kept to five or fewer participants.
Use of time
Time is a precious resource, and no one wants their time wasted. With the amount of time we all spend in meetings, you owe it to yourself and your team to streamline the meeting as much as possible. What’s more, time wasted in a meeting is time wasted for everybody attending.
An important aspect of running effective meetings is insisting that everyone respects the time allotted. Start the meeting on time, do not spend time recapping for latecomers, and when you can, finish on time. Whatever can be done outside the meeting time should be. This includes assigning smaller group meeting’s to discuss issues relevant to only certain people.
Summarizing Your Meeting
Finally, prepare the meeting summary. This will be forwarded to all participants. It is a record of what was accomplished and who is responsible for what as the team moves forward. This is very important. You need to make sure that you keep a record of what transpired, along with a list of actions that individuals have agreed to perform. Again, make sure that you assign someone the task to take the minutes if you will not be able to do it yourself.