Meeting Fundamentals

Meeting Fundamentals - Many organizations rely heavily on meetings to share information and get representation on complicated, multi-organization initiatives. Meetings can be much more effective if certain fundamentals are considered.

  • In general, all meetings should have an agenda. The creation of the agenda takes a little extra work, but it can be as simple as writing it in an email and sending it to the meeting participants.

    Regularly scheduled meetings do not need a published agenda every week if they stick to the same agenda format. In those cases, the formal agenda is of value while the team is first meeting.

    Once everyone understands the purpose and the regular flow, a standard agenda model can be reused every time.
  • If you have a large group of people attending the meetings, there should be a meeting facilitator, although the role can be rotated for regularly scheduled meetings.

    This is usually the person who requested the meeting unless other arrangements have been made. For ongoing status meetings, the facilitator is usually the project manager, but the facilitator role can be rotated.
  • Make sure the participants know ahead of time of anything they need to bring to the meeting or any advance preparation that needs to take place.
  • Only invite the people that need to be there. Others may dilute the effectiveness of the meeting.
  • The meeting should start on time, with some allowance for those that may be coming from another meeting.
  • The person who requested the meeting should explain the purpose and the expected outcome.
  • Follow the agenda and watch the time to make sure everything gets covered.
  • Someone should document any action items assigned during the meeting. This will be the facilitator or originator unless other arrangements have been made.
  • Recap all outstanding action items toward the end of the meeting, including who is responsible, what is expected, and when the action item is due.
  • Recap any decisions that were made and document them in an email (or other project communication as appropiate).

Methodologist


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