So, it’s your turn to chair the next meeting and you want to make sure that it is effective, productive and relevant with actions and outcomes that focus on the business goal.

Following a plan and structure that ensures everyone gets the best results from the meeting is key.  It will allow you to stay focused and on track whilst enabling everyone to understand the objectives and any next steps.

To ensure your meeting is effective, establish some ground rules and create an environment where everyone is comfortable sharing their thoughts.

Our guide will help you focus on some key areas you will need to consider:

1. Objectives:

• What is the main objective of the meeting?
• What results do you want to achieve by the end of the meeting?
• When are you planning the meeting?
• How long will the meeting last?
• Will it be ‘In Person’ or ‘Virtual’?
• Will anyone need to prepare anything prior to meeting?

2. Agenda:

• What items need to be on the agenda? (Be specific).
• Clearly outline discussion topics and set out the meeting ‘goal’. For example, write out a meeting statement: “As a result of this meeting, we will have achieved ___.”
• Allocate time slots for each topic.
• Identify list of attendees.
• Send the agenda out at least 48 hours in advance.
• Double check meeting time, place and logistics.

3. Controlling the Meeting:

• Discuss the purpose of the meeting explaining the meeting statement, goals and objectives.
• If conversation drifts off topic, politely remind participants and refer back to the agenda.
• Discourage Interruptions.
• Hand out materials as needed.
• Set speaking time limits.
• Act with confidence.

4. Personalities:

Be aware of the 4 main personality types and how to work with them in a meeting:

Dominant

• As extroverts, they are not afraid to express their opinion. They may hijack the conversation affecting the meeting to go off-track and be so focused on getting their point across that they do not hear what others have to say. It is important to let them know that their opinions and viewpoints have been heard and prompt others who have not spoken to speak up. This ensures that dominant attendees do not control the discussion.

Expressive

• They are enthusiastic, emotional, excited and eager to contribute. They tend to think out loud and express their thought process before landing on a final opinion.  They can derail meetings if the agenda is not followed. Gently remind them to stay on track and allow others who have not spoken to participate.

Analytical

• Tending to speak formally, they rarely maintain eye contact and use few gestures when speaking. They are introverts who think before they speak. Because of this, others think they are not interested in the discussion. Often, they keep their opinions and ideas to themselves and do not speak out. Preparing the agenda in advance and sharing all relevant documents will give them time to think through the agenda topics and come up with creative solutions. Be patient and give them time to speak assuring they are aware that they add value to the meeting.

Amiable

• The Amiable individual will do anything to avoid rejection and conflict and tend to agree with the general opinion. They often converse in a very relaxed manner but may find it difficult to express their ideas, feeling that they aren’t adding value, and no one listens to their opinion. When decisions are being made, call on them by name and ask for their views. This motivates them to take part in future discussions.

5. Actions

• Use an action template that details the task, its owner, and the deadline.
• Provide each participant a copy of the action plan.
• Ensure everyone is clear on what actions/next steps are required.
• Assign a person and due date to every action item.
• Ask how they will achieve the action and what support they may need.

6. Notes
   • Use the meeting agenda to provide structure to your notes.
   • Keep a record of all attendees.
   • Note decisions, outcomes, and action items as they occur.

• Share meeting notes with all participants and relevant stakeholders.

7. Timing

• Ensure the meeting commences and ends on time.
• Throughout the meeting, communicate timings to participants.
• Monitor and stick to the time allocated to each agenda point.
• Whatever you don’t achieve during the meeting can be revisited another time.

8. Close/Any Other Business

• Ask participants if there is any other business that needs to be addressed.
• Ask for feedback on how they felt the meeting went.
• Ask each participant what key actions or learnings they are taking away.
• Thank everyone for their participation, attention and attendance.

And finally… establishing these golden ground rules will ensure your meeting is effective, productive and successful:

• Encourage input from all attendees. This ensures that everyone’s opinion is heard.
• Everyone participates, no one dominates.
• One speaker at a time.
• Think before speaking.
• Speak honestly.
• Listen from the “We” but speak from the “I”.
• Seek common ground and understanding (not problems or conflict).
• Deal with the real issues; avoid seeing only what you want to see.
• Share your experience (not others).
• Stay open to new ideas and ways of doing things.
• Work the point, not the person.
• Be positive and non-judgmental.
• Stay at the strategic level (out of the operational).
• Respect each other’s thinking and value their contributions.
• Treat everything you hear as an opportunity to learn and grow.
• Be brief and meaningful when voicing your opinion.
• Respect confidentiality: if sensitive matters are shared, they stay in the room.
• Ask “what’s possible?” not “what’s wrong”?
• Say what is on your mind IN the meeting not afterwards.
• Show up, CHOOSE to be present and have fun!