Making the most of meetings

When used effectively, meetings can provide a mechanism for integrating different viewpoints, improving the decision-making process, generating new ideas, and coordinating the activities of participants. To be effective, meetings need to be conducted in an organized way by using an agenda, starting and ending on time, facilitating productive participation of members, and by summarizing the work which was accomplished. The following list includes several points to make the most of meetings: 1. Explore alternatives to meeting--telephone, conference call, memorandum. 2. Limit attendance to only those people who have to be there. 3. Make sure all participants know the purpose of the meeting in advance. 4. Send a written agenda in advance of the meeting. 5. Make sure there is a leder who will assume responsibility for starting, guiding, and closing the meeting with a summary. 6. Choose an appropriate place, conveniently located. 7. Choose an appropriate time--afternoon is usually the best. 8. Designate a recorder to make note of decisions, actions, and recommendations. 9. Start and end on time. 10. Stick to the agenda--don't get distracted by side issues which eat into time allotted for the meeting. 11. Control interruptions such as telephone calls for members, or people coming in and out. 12. Make sure everyone is clear about what is expected of them after the meeting.