Things You'll Need:
- agenda
- visual aids as needed
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Step 1
Give people plenty of notice about the meeting and then send a reminder a couple of days before the meeting actually takes place. Be persuasive when you write the memo inviting the attendees, so that they understand the importance of being there.
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Step 2
Start the meeting on time if possible. In some companies, being late for everything is acceptable and even expected. This is a dysfunctional norm. Do not cater to people who are frequently late by commencing the meeting on time.
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Step 3
Have a solid agenda for the meeting and review it briefly at the start. Give the participants the opportunity to add more items at the end of the meeting, but let them know that you will be running the meeting and how long you expect it to take. Be in charge, speak with confidence and let people know what is expected of them in a direct and positive way.
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Step 4
Use the communication tools available to you. A Powerpoint presentation is much more interesting and attention getting than just a lecture. Keep the pace as fast moving as possible and entertain questions as you go along. It is desirable to serve refreshments for some meetings. Go by whatever is the standard of practice at your company.
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Step 5
Plan a follow up course of action. This may include another meeting or some individual work that gets fed back to you or your department. Give ample time but stay on schedule with whatever project is driving the goal of the meeting.
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Step 6
Assign someone to take notes and keep time for the meeting. This person can advise you when you need to wrap up and can provide notes regarding who is assigned which tasks as well as other meeting details. At the end of the session, sum up and reiterate appropriate follow up plans.
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Step 7
Be conscious of people who dominate the meeting time or who don’t participate or are inclined to be easily distracted. Try to include these people and ensure that they have your full attention. If someone wants to take over, gently but firmly advise them to hold off on their concerns until you can address them individually at the close of the meeting.
