Whether we like meetings or not, meetings can be beneficial. Meetings may improve communication, decision-making, team-building and strategic planning, to name a few. Many meetings fall short because they are not planned or conducted properly, rendering them ineffective. Here are a few helpful hints to get the most out of a meeting:

The Meeting Planner
First, there should be a person chosen to plan the meeting. Meeting planners should recognize their role and thoroughly prepare. In order to make the best use of everyone’s time, the meeting planner should ask the following questions:

Before the Meeting
Do we need this meeting at this time? If the answer is no, then do not hold the meeting. If a meeting is a routine and nothing gets accomplished, then break out of the mold and cancel it.

Is the goal of the meeting evident? Everyone should know why a meeting has been called. The meeting planner should know what the meeting objective is, in preparing for the meeting.

Once the goal is determined, the items to be covered during the meeting should be documented. An agenda should be developed and disseminated in advance of the meeting. If possible, the agenda should be distributed 24 hours in advance of the meeting, to allow all attendees time to prepare.

In considering the meeting objective and agenda, determine who attend the meeting. Invite the people that take ownership of and are responsible for the agenda items. Other interested parties can be provided with copies of the meeting minutes.

Who should do what at the meeting? Determine in advance who will chair the meeting, who will record the minutes, who will handle meeting handouts, media, accommodations, and other relevant issues.

Estimate the time needed to address the agenda items and target the established time limit. Make sure the meeting starts on time. Most meetings should not run more than an hour and if they do, then a break should be incorporated.

Meeting Attendees
Respect the meeting planner. Notify him/her of your attendance and mark your calendar. If you cannot attend, notify the meeting planner as soon as possible. Be prepared for the meeting. Review material for the meeting and arrive on time. During the meeting, be courteous and balance the discussion among people. Devote your time, energy, attention and resources to the meeting at hand. Limit distractions such as unrelated material, cell phones or other electronic devices. If you volunteer for a project or are assigned a task, see it through to completion.
Regardless if you are the meeting planner or attendee, maintain a positive and helpful attitude. A cooperative spirit can help all participants. Meetings can seem draining, but stay tough or TUF (Timely, Upbeat and Focused); then everyone is a winner.

Day of the Meeting
Make sure you are prepared to conduct the meeting. Confirm that participants have the agenda and tasks that were delegated for the meeting are being carried out. Arrive early to make sure everything is ready and operational.

Try to involve everyone and encourage participation. This will lend to a variety of opinions and ideas, as well as better discussions, decisions and outcomes.

Open the meeting with establishing the goal(s) of the meeting, to guarantee all attendees understand what is to be accomplished. Make sure the record keeper is documenting key discussion points, assignments and accomplishments. Keep the meeting on course by following the agenda. If unexpected topics surface, designate those items for another time and gently steer the discussion back to the agenda items. Conclude the meeting, if possible, with a summary and clarify the next steps or action plan.

After the Meeting
Review the minutes for accuracy, as well as action items. Distribute the meeting minutes to participants or non-participants that are impacted. Timing is critical. Circulate materials and hold parties accountable for their action items.

Summary
Here is a solid, basic structure for most types of meetings:

1. Plan — use the agenda as a planning tool.
2. Circulate the meeting agenda in advance.
3. Conduct the meeting and keep control. Agree on outcomes, actions and responsibilities.
4. Write and circulate notes, especially actions and accountabilities.
5. Follow-up on agreed actions and responsibilities.