How to Conduct a Successful Meeting

CLEO: A framework for effective teaching and learning

How to Conduct a Successful Meeting /

Place your library logo here

What makes a successful meeting? A meeting is successful when:

·  everyone is included in the discussion.

·  everyone has the opportunity to present their items for discussion.

·  information is shared and passed on to other team members.

·  the meeting doesn’t run overtime.

·  discussion is focused and doesn’t drag on forever.

·  team members know what to do for the next meeting.

Facilitating a Meeting Successfully

Being a good Meeting Facilitator involves several crucial steps:

·  Always have a prepared agenda.

·  Make sure the agenda is sent to all participants and give them the opportunity to add to the agenda.

·  Make sure you include a time component on the agenda, so each person knows in advance how long they have to present their topic.

·  If discussion gets ‘bogged down’, close it off and suggest that interested parties return to the next meeting with their thoughts clearly presented on paper so everyone can share and understand the information being discussed.

·  Keep to time.

·  Always allow 5 – 10 minutes extra.

·  Make sure everyone knows what they have to do for the next meeting.

·  Make sure everyone knows where and when the next meeting is to occur.

Things to Remember

·  If you say you are going to do something for the whole group, then do it ASAP.

·  Choose a quiet spot for the meeting.

·  Always ask your team if they have input/feedback – ie. encourage active participation from all members of the team.

·  Always ask if the team wants to meet informally before the next official meeting.

·  Don’t dictate to the meeting or take over discussion.

·  Don’t allow anyone else to take control of the discussion either. You will get the best transfer of information and ideas when everyone has input.

B.Combes, 2005 1