Instructor Tip: Making Meetings Count

Almost all of us spend a large amount of time in meetings. Attending a meeting that is unnecessary or feels like a waste of time is so frustrating. And attending a great meeting, one that is focused and well organized, is such a good feeling.

To have a great meeting, either as the leader or attender, you should answer these questions:

(1) Why are we meeting? What is our purpose?

(2) What do we expect (or need) as outcomes?  What do we want to walk away with as products?

(3) Do we need interactive communication?  Meetings should not be a one-way flow or “dump” of information. The purpose of a meeting is to bring people together to:

• Discuss ideas
• To develop group ownership of a problem and its solution
• To create group commitment to an idea, goal or project
• To develop agreement or make decisions

(4) Who should attend, and what roles should each person be ready to perform: e.g.: facilitator, scribe, information provider, expert, contributor to   discussion, decision makers.

(5) How shall we meet?

• Face to face
• Phone conference
• Video conference

(6) What materials do we need for the meeting?  At minimum have an agenda with clear designations of who will be leading each segment of the  agenda, and the time frame. If you are using any technology in the  meeting, double check that it is working. Also consider providing paper and pens for each participant. You might think, too, of having snacks or beverages for everyone.

If you are not the leader of the meeting, have the confidence to ask questions of the leader.  Ask for the purpose statement, desired outcomes, why you have been included on the guest list, etc. This will help you be a better participant.

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USM Professional Development Programs Industry Insight

September 2012 by Dee Kelsey and Pam Plumb from Great Meetings! Inc. based on their book Great Meetings! Great Results.

Dee and Pam are lead instructors in the USM Professional Development Meeting Facilitation Certificate Program.

Learn more about Dee Kelsey and Pam Plumb.