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Be Prepared for Meetings

• There are Three Types of Meetings:
  • Information giving - leaders do most of the talking
  • Information taking - members participate in open, honest discussion
  • Problem solving - back and forth communication
• Prepare Ahead
  • Confirm with speaker (if applicable)
  • Develop a clear statement of purpose
  • Prepare and distribute an agenda
  • Reserve a place to hold the meeting
  • Reserve/gather equipment (projectors, white boards, etc.)
  • Prepare handouts
• Start Fast
  • Start on time (i.e. set meeting for 9:50 sharp)
  • Welcome the group and introduce new members
  • Bring everyone up to date
  • State the purpose of the meeting
  • Open with an attention getter (complaint log)
• Stay on Track
  • Assign a Facilitator, Time Keeper, and Minute Keeper
  • State your need(s)
  • Call on experience
  • Listen actively
• Close Decisively
  • Signal that the concluding time is near
  • Review the situation briefly
  • Summarize the progress, decisions and assignments made
  • Give specific instructions for taking action
  • Announce future meetings
  • Close with a strong positive statement
  • Acknowledge everyone attendance and participation

Tidbits: 

• Don't meet in bosses office, too intimidating. Don't meet in cafeteria, too informal. 
• Information taking and problem solving meetings are best done in U-shaped configurations.
• Information meetings are best done in a lecture configuration.
• Consider video taping information meetings (i.e. new benefits) for future new hires, those unable to attend meetings, etc.