Things You'll Need:
- Outline and copies for everyone
- Office memo or email
- Meeting plan
- Meeting room
- Notepad and pen
-
Step 1
Notify everyone with plenty of advanced warning of an upcoming meeting. About a week in advance is usually ideal.
-
Step 2
Plan an agenda covering three to five main topics. Try to set a time frame of 30 minutes or less, and stick to it. If meetings are running longer, that's a signal that you aren't meeting often enough.
-
Step 3
Involve your key leaders in planning for the meeting. Find out if they have any issues that need to be discussed and integrate them into your meeting plan. Print out a bullet point outline of what is going to be discussed in the meeting and make enough copies to hand out to everyone attending the meeting.
-
Step 4
Send a reminder early on the day of the meeting. If your office uses a program like Microsoft Outlook, it should automatically put it on the calendar and send a reminder.
-
Step 5
Start the meeting promptly at the time appointed. Give a summary of what is going to be talked about and briefly go over the points of the meeting. It might be helpful to have a designated person take notes.
-
Step 6
Leave room at the end for questions or to discuss any other issues people may have. If there are issues that come up that may take more time, set up a separate group or one on one meeting so that this meeting doesn't drag out past the scheduled time.
-
Step 7
Deliver a summary through email or an office memo shortly after the meeting. Review the most important points of the meeting and any decisions that were made.
