SuccessfulMeeting

Last edit January 3, 2008
A successful meeting has three phases:

Phase 1: Preparation

Always ask a few questions before you start:
  • What is the main goal? (the email Subject:)
  • What are the topics of the meeting?
  • What are the expected results for each topic?
  • Who has to join the meeting? (the email To:)
  • Who will be interested? (the email Cc:)
  • Can the goal be achieved in a different way?
  • Are the selection of topics and participants homogeneous? Is it possible to split the meeting? To refactor the meeting?

Actions:
  • Check that the meeting room is available, and reserve it. Sometimes the room will be occupied by your boss, and he has a more important meeting than you.
  • Reserve 15 minutes more time than you think you'll need.
  • Check that all the equipment you need is available.
  • Invite the participants directly and at least one day before the meeting.
  • Check the schedule of the participants to make sure they can make it.
  • Inform any interested people about the meeting.
  • Include an agenda with the invitation.
  • Assign the recorder and moderator.

The result of the preparation is the Agenda.

The Agenda contains:
  • Place
  • Time and date, duration
  • Participants
  • Topics with description, goal, owner and estimated time
  • Moderator
  • Recorder
  • If a regular meeting, the last minutes of the meeting and the goals achieved and issues still open
  • A hint about the penalty if a participant is late

And keep in mind:
  • Fewer participants is better.
  • If a goal is to generate work, invite those who must do this work, or at least one who will be responsible.
  • Fewer topics is better.
  • Describe the topics in two to five sentences.
  • Describe the goal for each topic along with any related information.
  • Always assign a topic owner.

Phase 2: During the meeting

Actions:
  • Welcome all participants, and say a few words about the main goal.
  • If it's a regular meeting check the last goal list.
  • Assign work only to the participants. A participant can delegate work, but is still himself responsible to see that it gets done.
  • Be as brief as possible.
  • Moderate the meeting.
  • Avoid off-topic discussions.
  • Avoid discussions that are relevant only to some of the participants. Suggest an action item, that these participants discuss the issue off-line.
  • Avoid long discussions over complex issues. Move the discussion to its own meeting, with its own agenda.

Ending:
  • Make a summary of the goal achieved and the results.
  • Thank the participants.

Phase 3: After the meeting

Actions:
  • Stay for a few minutes for further questions. These questions may be off-topic, but they can be helpful in planning the next meeting.
  • The recorder should write and publish the minutes immediately after the meeting.
  • The minutes are similar to the agenda, except they include the actual participants, start, duration, and results.

-- AndreasSchweikardt

A SuccessfulMeeting will not lead to the creation of any MeetingHaiku.
CategorySuccess