How to run an effective meeting

1. How to run a great meeting, And not waste a lot of time… on stragglers and off-topic items, And actually, accomplish something! By: Tom Costello, Jr.

2. How to run a great meeting - sections •Prepare in advance •Bring out the best in the meeting •Attend to the end as much as the beginning 2

3. How to run a great meeting – prepare in advance What’s the first thing to do in preparing for a meeting? Define the purpose. 3 •Draw on skills? • Elicit comments? •Teach new skills? •Coordinate efforts? •Update information?

4. X How to run a great meeting – prepare in advance But remember, if the meeting isn’t essential - Don’t have it! 4

5. How to run a great meeting – prepare in advance Have an agenda prepared to give to the attendees at the meeting. 5 NO ! Have the agenda out a few days before the meeting, so people actually know what it’s all about! And know what’s expected of them. And it keeps them focused!

6. How to run a great meeting – prepare in advance Q. Who gets an invitation? A1. Everybody who has an interest in the outcome of the meeting, or A2. Key people, or A3. Representatives from every department that has a stake in the topic. 6

7. How to run a great meeting – prepare in advance Set a strict time limit! Let everyone know when the meeting will end at the start of the meeting! 7

8. How to run a great meeting – prepare in advance Prepare in advance (recap) • Define the purpose • Prepare an agenda • Issue invitations selectively • Set a strict time limit 8

9. How to run a great meeting – bring out the best in the meeting Start on time • Why wait for stragglers? • What does starting late tell those who are on time? • Your meeting is important and the time of the attendees is important 9

10. How to run a great meeting – bring out the best in the meeting Outlaw everything electronic – cell phones, smart phones, laptops, etc… • A ringing phone distracts everybody • How can one text and still be productive at a meeting? • The meeting time is for the…meeting! 10

11. How to run a effective meeting – bring out the best in the meeting State the purpose and review the agenda • Explain the explicit purpose • Clarify the goals to be accomplished 11

12. How to run a great meeting – bring out the best in the meeting Create involvement • If the purpose is just to pass out information – then save time and send out a memo! • Meetings need to be a two-way street 12

13. How to run a great meeting – bring out the best in the meeting Give everyone a voice • Draw out everyone’s participation • Control the talkative ones • N O S T U E S O* *No One Speaks Twice Until Everyone Speaks Once 13

14. How to run a great meeting – bring out the best in the meeting Encourage the clash of ideas • Good meetings encourage debate and different ideas and opinions • The leader listens, guides, moderates, mediates and synthesizes 14

15. How to run a great meeting – bring out the best in the meeting Stick to the purpose • Encourage a free flow of ideas • But don’t allow participants to hijack the meeting with off topic items 15

16. How to run a great meeting – bring out the best in the meeting Bring out the best in the meeting (recap) • Start on time • Outlaw everything electronic • State the purpose, review the agenda • Create involvement • Give everyone a voice • Encourage the clash of ideas • Stick to the purpose 16

17. How to run a effective meeting – attend to the end End with a call to action • Summarize what happened • Review the decisions • Make sure everyone understands their assignments 17

18. How to run a great meeting – attend to the end Follow up • Have an assigned minute taker • Get the minutes out the next day • Summarize accomplishments, outline agreed to activities, action items and schedules 18

19. How to run a great meeting - summary Summary • Prepare in advance •Bring out the best in the meeting •Attend to the end as much as the beginning 19

20. How to run a great meeting What questions do you have? Tom Costello Jr Tom@CostelloJr.com 610-745-1075 Reference: Daft, Richard L. (2008). Management (8th ed.) (p 618). Manson, OH: Thompson South-Western. Copyright 2009 by Tom Costello, Jr. All rights reserved. 20