How to Run a Meeting Successfully
What is a successful meeting?
A successful meeting has several important ingredients:
- It starts and ends on time
- It covers all items on the agenda
- It allows all participants a chance to be heard
- It meets a goal or sets a plan of action
Whether you are running a meeting for corporate executives or for the Garden Club, these tips will help you to run your meeting successfully. Nothing is more frustrating than sitting through a long meeting where one person controls the conversation, the main points are not addressed and nothing gets accomplished.
Tips for conducting a successful meeting
So how do you run a meeting successfully? Here are some tips that will ensure a productive meeting:
- Define the purpose of the meeting ahead of time
- Inform participants of the purpose of the meeting and what will be expected of them.
- Start on time and end on time. Do not wait for late comers unless it's a VIP.
- Distribute a written agenda and stick to it.
- Have someone take notes.
- Briefly review the last meeting or have someone read the minutes from last meeting.
- Ask speakers to be brief and to the point.
- Redirect any discussion that is off topic. Stick to the agenda.
- Don't allow anyone to monopolize the floor.
- Encourage different points of view if they are presented calmly and rationally.
- Review main points of problem and action decided upon. Take action i.e., appoint a person or committee to take some action within a time frame,
- Formulate a plan for the next meeting if there will be one.
- When the agenda has been covered, officially close the meeting so that people who need to return to work can do so.
After the meeting
Follow up by sending minutes of the meeting and a reminder note to anyone who is expected to carry out a task outlining what is expected and when.
Running a Successful Club Meeting - Sample Agenda
It should be noted that business meetings are different than club meetings. The monthly meeting of the Garden Club or the Quilting Club may follow rules and format ofRoberts Rules of Order. Have a copy of Robert's Rules for referral in case there is a question about procedure.
A Sample Agenda for a Club meeting:
1. Call the meeting to order. Chairperson will call the meeting to order.
2. Roll call. Secretary will take note of how many members are present
3. Read the minutes. Secretary will read the minutes of the last meeting.
- Ask for additions or corrections from the group.
- If there are none, ask for a motion to accept minutes as read.
- Ask a second to the motion. All in favor, say, "Aye." Opposed, say, "Nay."
4. Treasurer's (if any) report
- Ask for additions or corrections from the group.
- If there are none, ask for a motion to accept the treasurer's report pending audit.
- Ask a second to the motion. All in favor, say, "Aye." Opposed, say, "Nay."
5. Old Business:
- Reports from committee chairs
- Reports from anyone who was assigned a task at the last meeting
- Discuss any items that were tabled at the last meeting
6. New Business
- Ask if there is any other new business.
7. Close Meeting
- If no other new business, then ask for a motion to close the meeting. Second and approve.
Running a Successful Business Meeting - Carrying out the Agenda
Business meetings can range from very formal to very informal, but there should always be a purpose for the meeting and an agenda to keep the meeting on track. Here is a sample business meeting agenda:
1. Call the meeting to order on time! Do not wait for latecomers unless it is a VIP vital to the meeting.
2. Appoint someone to take minutes. Ask someone to take minutes of the meeting and to send them you after the meeting so they can be distributed to the participants and interested parties with your follow-up correspondence.
3. Take attendance by sending around a sign-in sheet or ask the person taking notes to take names of those present and include them in the notes.
4. State the purpose of the meeting. If the group meets regularly, briefly summarize results of last meeting, then state briefly what is on the current agenda, who will speak and how long it will take.
5. Introduce participants. In a small meeting where participants have not met, go around the table and ask people to say their name and their role in the organization or role in this particular meeting. In a large meeting, you should introduce the top VIPs and state who the general audience is. For Example, "Today we have we'd like to welcome Ms. Smith, VP of Public Relations and Mr. Jones, VP of Finance as well as department managers from the Northeast Region."
6. Old Business
- Report on progress made on ongoing projects since last meeting, or ask for reports from committee chairs or individuals who were assigned a task.
7. New Business
- Topics of Discussion with names of presenters or discussion leaders.
- Topic A.
- Topic B -
- Topic C -
- Summarize purpose of meeting and decisions that were made. Review actions that will be taken, deadlines and any the names of anyone who will be responsible for carrying out those actions.
- Announce date and time for next meeting if there will be one.
8. Officially close the meeting on time so that those who need to leave can do so.
Robert's Rules of Order is an excellent guide for meeting format
When NOT to have a meeting
4 Reasons to Not have a meeting
- To announce one-way flow of information. You can send an email if you are not looking for feedback.
- To reprimand or berate people. Don't embarrass people in front of a group.
- If you don't have an objective. Don't waste people's time with an aimless meeting.
- To get people to agree with you. Talk with dissenters one-on-one, don't give them a chance to create havoc in a meeting!
Be Sure to follow up on the meeting
Follow up on the meeting by
- sending a copy of the meeting minutes to everyone who attended as well as those who were invited, but may have missed the meeting.
- Review who will report on projects at the next meeting, what progress is expected to be made on projects, and any assignments for the group (i.e., review Roberts Rules of Order or put up posters for the art show...).
- Announce Date, Time and Place of the next meeting if there is one scheduled.