Meetings are a necessary part of the our lives. But, are they always necessary? Here are a few guidelines to help ensure your meetings are short, productive, and well attended.

Question: Should I call a meeting?

Answer: Not necessarily. A meeting must have a definite purpose. Busy people with other commitments will be giving up their time to attend the meeting.

Personally, I try not to have a meeting unless we will be deciding or voting on something. What I call "informative" meetings, i.e., to provide information to the participants, are a waste of time. This can be done through e-mail or a web site.

Today, meetings are often replaced with e-mail communication, especially if the group is small.

Q: Should I go to the meeting?

A: It depends. Yes, if your attendance is required, or you will be giving a report. If you were invited, try to attend. If there will be a vote on an important issue, especially to you, you need to be there to vote.

But for each meeting, decide whether it is worth your time to attend, considering your other duties. If you cannot attend, can someone else go in your place or can you get the minutes or talk to some of the other participants later?

Q: What do I put in the agenda?

A: Prior to a meeting, send a detailed agenda of the objectives, topics, activities, schedule, and location of the meeting to the participants. A detailed agenda helps ensure people coming to the meeting will be prepared to discuss and make decisions on the topics listed and achieve the meeting's objectives.

Make the agenda detailed. For example, instead of just listing "Christmas Party" on the agenda, state "Decide Christmas Party's date, place, cost, program, etc." Try to develop the agenda with the key participants in mind. In this way, they are assured that their item of business will be covered.

Q: How long should the meeting be?

A: The shorter the better! Set a time limit and stick to it. Remember, the participants have other commitments. They will thank you for having a short meeting!

One trick is to schedule a meeting just before lunch or the end of work, say 11:00 am or 3:00 pm. In this way, you and the participants will more likely focus on the objectives and end the meeting on time.

Q: How do I run the meeting?

A:

• Greet the participants individually and make them feel welcome.

  Start on time. Otherwise, those coming early will feel frustrated, and people will get into the habit of coming late, knowing the meeting won't start on time.

• Stick to the agenda. Keep the participants and discussions focused on the objective, topic, and desired outcome. End discussions when they become unproductive.

  If you have asked someone to give a report, make sure there is adequate time for the report. Otherwise, you have wasted that person's time--both in preparing the report and coming to the meeting.

• Encourage discussion to get different points of view and ideas, especially from those who usually do not speak up. The participants will feel their opinions count.

• As a leader, be a role model by listening, showing interest and appreciation for the participants. Remember, listening, i.e., the participants are not interested in your opinions. They are interested in the other participants' opinions and ideas.

• Make decisions. That is why the participants are there--to make decisions and vote.

• End the meeting with a summary of the key points and outcomes.

• Make sure everyone knows what is expected of them before they leave the meeting.

• End on time. People will be happy if the meeting ends early!

  
  

A:

• Write up and distribute the minutes.

• See that all members understand and carry out their responsibilities. However, don't micro-manage.

• Put any unfinished business on the agenda for the next meeting.

  
  

Links

Agricultural Leadership Program of Hawaii

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