Strategies for Planning and Conducting Effective Meetings

Did you know that business executives spend about half their time sitting in meetings? In fact, 40 to 50 percent of their working hours are consumed by meetings, according to a study by the Annenberg School of Communications at UCLA and the University of Minnesota's Training & Development Research Center.

Meetings are inevitable - whether you're a business executive or member of a volunteer, social, or civic organization. But meetings can be a very effective and efficient way to communicate, if properly planned and conducted. To help you pull off successful meetings, below are some key strategies to follow. You may only need to address a few of them, if you're conducting an informal meeting. For a meeting with major consequences, you should give all or most of these areas careful consideration.

Prior to the Meeting

First, you'll need to define the purpose of the meeting and develop an agenda with the cooperation of the key participants. Then distribute the agenda and circulate background material, lengthy documents or articles ahead of time. This will make participants feel prepared, involved and up-to-date, so they can be ready to make valuable contributions to the meeting.

Next, choose an appropriate time for everyone to assemble. It's also important to set a time limit and stick to it, as much as possible. Participants have other commitments and will be more likely to attend meetings if you make them as productive, predictable and short as possible.

If possible, set up the room so attendees can face each other in a circle, semi-circle - or U-shaped rows for large groups. The location you choose should comfortably suit your group's size. Rooms that are too small can get stuffy and create tension; a larger room is more comfortable and encourages individual expression.

During the Meeting

Greet attendees and make them feel welcome, even latecomers when appropriate. If possible, serve light refreshments to help break the ice and make everyone feel comfortable.

Begin the meeting on time, so you can end on time. Start by reviewing the agenda and setting priorities for the meeting. Stick closely to the agenda, but also encourage group discussion to collect all points of view. Keep the conversation focused on the topic, and don't hesitate to ask for only constructive and original comments.

Tactfully end discussions when they're going nowhere or become too touchy. As a leader, set a good example by listening attentively and showing appreciation for participants' input.

Keep minutes of the meeting for future reference in case a question or problem arises. Summarize any agreements reached and end the meeting on a positive note. For example, have participants volunteer to share their views on what good ideas or positive developments they feel resulted from the meeting. And before everyone leaves, don't forget to set a date, time and place for the next meeting.

After the Meeting

Be sure to transcribe and distribute minutes of the meeting within three or four days. This will help reinforce the importance of the meeting and give participants a clear and accurate record of what took place. Follow up on any delegation decisions and ensure that all participants understand and carry out their responsibilities. Give recognition and appreciation to excellent and timely progress. And put any unfinished business on the agenda for the next meeting.

You should also periodically evaluate meetings and work on any areas that need improving. Remember, meetings that are effectively planned - from start to finish - can leave participants with a sense of accomplishment and enhance your organization's overall success.

About The Author

Copyright © 2004

Kate Smalley
Connecticut Secretary
Freelance Secretarial and Transcription Services

http://www.connecticutsecretary.com

mailto:kms@connecticutsecretary.com

TEXT-S&P revises Apollo Investment Corp outlook to stable Reuters (The following statement was released by the rating agency) -- Apollo Investment Corp. (AIC) has announced changes in management, a reduction in its dividend, and adjustments to its investment strategy. -- In our view, changes to the firm's investment ... Apollo Investment Changing Strategy, ManagementWall Street Journal Company News for February 9, 2012Zacks.com Apollo Investment's CEO Discusses Q3 2012 Results - Earnings Call TranscriptSeeking Alpha Economic Times -Tech24 all 28 news articles »

Integrated Asset Management Corp. Announces Results for the First Quarter of ... MarketWatch (press release) TORONTO, ONTARIO, Feb 09, 2012 (MARKETWIRE via COMTEX) -- Integrated Asset Management Corp. ("IAM") /quotes/zigman/18979 CA:IAM -7.14% today announced unaudited financial results for the quarter ended December 31, 2011. Review of the 3-Month Period ... and more »

USA TODAY

Oracle buys talent management firm Taleo for US$1.9B ITWorld Canada Oracle beefed up its competitive position against rival SAP in the growing human capital management market on Thursday with the acquisition of Taleo, which provides a cloud-based software system for managing talent in a corporate enterprise. Oracle to pay $1.9B for Taleo, extends SAP rivalryThe Associated Press Oracle to pay $1.9 billion for personnel software company, extends rivalry ...Washington Post Oracle to pay $1.9 billion for Taleo, extends SAP rivalryUSA TODAY GMA News -Reuters all 391 news articles »

Mildred Hailey to Retire From Bromley-Heath Tenant Management Corp. Patch.com Mildred Hailey to Retire From Bromley-Heath Tenant Management Corp. The Jackson Square housing development will be run by the Boston Housing Authority, at least in the short term. By Chris Helms It's the end of an era at Bromley-Heath, as the woman who ... and more »

VIST Financial Corp. Announces 2011 Fourth Quarter and Full Year Operating ... MarketWatch (press release) VIST Financial Corp. is diversified financial services company headquartered in Wyomissing, PA, offering banking, insurance, investments, and wealth management services throughout Berks, Southern Schuylkill, Montgomery, Delaware, Philadelphia and ... and more »

State Street's Powers Seeks to Expand Active Money Management Bloomberg Scott Powers, head of State Street Corp.'s investments unit, said the Boston-based company is looking to increase its active management business. ?We're focused on broadening out our active capabilities,? Powers said during a presentation in New York ... and more »

Baja Mining Files Management Information Circular and Exposes Mount Kellett's ... MarketWatch (press release) VANCOUVER, BRITISH COLUMBIA, Feb 09, 2012 (MARKETWIRE via COMTEX) -- Baja Mining Corp. /quotes/zigman/31250 CA:BAJ +4.30% (otcqx:BAJFF) today advised shareholders that it has filed and is mailing its Management Information Circular for a Special ... and more »

Owl Creek hedge fund cuts stake in Navistar Reuters Feb 9 (Reuters) - New York-based Owl Creek Asset Management, a $7 billion hedge fund, reported a 7-percent stake in truck and engine maker Navistar International Corp, down from an 8.4 percent stake in December, a regulatory filing showed on Thursday. and more »

CPI Corp. Announces Leadership Transition MarketWatch (press release) "I look forward to working more closely with the management team and our associates across the country to help improve the Company's financial performance." Abel chaired the company's Audit Committee and the Nominating and Governance Committee, ... CPI Corp. to Trade on OTCQX as "CPIC"NEWS.GNOM.ES (press release) all 30 news articles »

Deyu Agriculture Corp. Acquires Deep Processed Food Manufacturer, Taizihu Group MarketWatch (press release) Forward looking statements are based upon the current plans, estimates and projections of Deyu Agriculture Corp.'s management and are subject to risks and uncertainties, which could cause actual results to differ from the forward looking statements. and more »