How to Formally Start a Meeting
Well-run meetings save time and help meeting organizers and attendees achieve goals. Effective meetings include a well-understood meeting process. As the chairperson, you are responsible for calling the meeting to order and ensuring the meeting begins on time. You must also ensure that attendees are aware of what is expected from the meeting, and set the tone for how the meeting will be conducted.
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Instructions
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Communicate the meeting's start time and location clearly. Send out a meeting invitation and agenda in advance of the meeting to ensure attendees make arrangements to attend. You should also consider offering attendees the option of participating in the meetings via teleconferencing or videoconferencing technology.
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Ensure all equipment for the meeting is ready in advance of the meeting. If presentations are being made, ensure you have any equipment such as a laptop, projector, teleconferencing or videoconferencing equipment set up to ensure your meeting starts on time.
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Select a chair or facilitator for the meeting. In addition to facilitating the discussion, the chair is responsible for formally starting and concluding the meeting. When drafting your agenda, the first item should be set aside for the chair's welcoming remarks, as well as introductions of meeting attendees.
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Start the meeting on time. Even if all the attendees have not yet arrived, you should start the meeting on time. When you adhere to the schedule you will be sending out a message that you take the meeting seriously and expect attendees to arrive on time, especially for future meetings.
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Ensure you have quorum, or a minimum number of people. For some meetings you may require a minimum number of attendees. If this number is not attained, you may have to reschedule the meeting. If you have not reached quorum at the meeting's planned start time, inform those who are present that there will be a slight delay to wait for any late-comers to ensure there is quorum to proceed.
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Welcome the attendees and formally declare the meeting open. After you have introduced yourself and indicated to attendees that the meeting has officially begun, give an opportunity to other attendees to introduce themselves. If you are using teleconferencing or videoconferencing equipment, invite those using the technology to introduce themselves.
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Provide an overview of the meeting's objectives. After introducing yourself, provide an overview of the agenda items and introduce the objective or objectives of the meeting. Introducing the objectives provides direction for the meeting and allows attendees to be focused on what must be accomplished during the meeting.
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Set ground rules for the meeting. Before beginning the discussion about each agenda item, set some rules about meeting etiquette and expected behavior from attendees. For example, clarify the role of the chairperson and meeting conduct, outline how agreement will be achieved on decision points or action items -- such as by consensus or through majority votes -- how minutes will be kept and shared with meeting attendees, as well as timing, breaks and any other issues.
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Tips & Warnings
Ask attendees if they have any questions before proceeding to agenda items, or if any changes should be made to the agenda.
References
- TSB Community Trust: Fact Sheet: How to Run Meetings
- EffectiveMeetings.com: Leading a Meeting
- What They Don't Teach You at Harvard Business School; Mark H. McCormack
- Practical Peacemaking: A Mediator's Handbook; Mark Anstey
Resources
- Photo Credit Siri Stafford/Lifesize/Getty Images
