NFIB

Tips for Running a Successful Meeting
04/ 03/ 2002


There may be many ongoing jokes about how much time is wasted in meetings, but the fact is that a well-run and purposeful meeting can accomplish a great deal for a small business. In today's Workshop, Jeffrey Moses shares a few tips on how to run an effective and dynamic meeting.

There are several specific types of meetings: ones in which new products or ideas are presented to a group; ones in which specific new company directions or operations are discussed; and specific meetings for teams or groups. Small businesses can benefit from any of these, when they are required.

Most companies find that having one or more of the above types of meeting every month or more is beneficial. Such meetings bring employees together, allowing them not only to feel like part of an organization, but to understand the company’s goals and direction.

When scheduling a meeting, give at least 24-hournotice to all who will be attending. Better is 48hours. Only for extremely important meetings, such as special managers' meetings that may require extensive preparation for some attendees, would a week or more advance notice be needed.

Giving adequate advance notice should allow people to arrive on time. Make certain that everyone understands the importance of promptness. It’s a waste of many people's time when one person is even five minutes late.

When notifying people of meetings, include the meeting's specific purpose and agenda. This will allow attendees time to think about different ideas or presentations they may have.

Schedule meetings early in the day when possible. In the morning, people are usually more alert and open to new information. Avoid meeting immediately after lunch, or late in the afternoon, when attention spans may be short. In general, never meet for 45 minutes or longer without taking a break. For meetings that are scheduled to extend beyond an hour, light refreshments such as coffee or soft drinks would be appropriate.

Before the meeting, a manager should get together with any attendees who will be making presentations. Coordination of the timing of presentations, and the overall pace of speakers, can make or break a meeting's effectiveness. If the pace is too slow, people’s attention could wander. If the pace is too fast, people may feel that too much is being thrown at them too quickly.

Avoid allowing one person (or a specific group) to present an unannounced topic at a meeting, unless the meeting was scheduled so that people could brainstorm new ideas. Keep meetings under firm control so they don’t wander from the original intention. If necessary, the director of the meeting should diplomatically cut people off if they're wandering from the meeting's purpose.

Encourage everyone at the meeting to get involved. Some people are naturally more reserved than others, but their thoughts are valuable, too, and they should be invited to speak. If the same people monopolize meetings time after time, it could affect morale.

If arguments or disagreements arise, don't allow them to dominate the meeting. The director must be firm in such instances and move the meeting ahead along the scheduled agenda.

If the meeting will be held in a designated location (conference room, a specific office, etc.)make sure that all tables and seating are ready prior to the beginning of the meeting. Tables and chairs should be arranged so that everyone will feel involved. Also, make sure that all presentation boards and equipment are in place. Electronic presentation equipment should be checked in advance to make sure that it is operable. Ideally, everyone should be able to walk in and sit down so that the meeting can begin on time.

If a director desires to assign specific seating for attendees, he or she should arrive early to direct people to the proper chairs. Only in formal circumstances (board meetings, stockholder meetings, etc.) should name card be placed in advance. In less formal settings, these may seem awkward.

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11.24.99

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