Please print this outline then edit for your organization and share it with members of group for each meeting going forward. Use it consistently and see immediate results.
(Insert your group’s Name here)
Notes on Effective Meetings
Ground Rules
Steps to an effective meeting
Purpose of Meeting
Participants and leader should know without a doubt why meetings exist whether
ongoing weekly or project focussed.
Agenda
1. Always prepared in advance and distributed in advance via email
All committee members given chance for input on Agenda items
2. Most pressing issues 1st on Agenda
3. Realistic # of items
Facilitator
1. Role is to make sure all items are addressed
2. Role is to make sure everyone has input as appropriate
3. Role is to facilitate but not dominate meeting – brief remarks
when needed to keep agenda item on track and to move to next item
For groups that meet weekly or regularly for a project or program should rotate the person who facilitates the meeting.
Participants
1. Come to the meeting prepared to listen and understand your role.
2. Have your thoughts and remarks prepared in advance even if
in note format.
3. Be ready to communicate with committee members
3. Keep all remarks brief and to the point – do not linger on topics
once key points are addressed.
Follow up
Items discussed during the meeting must be followed up by participants or by
leader of meeting, as appropriate. This is a critical element. Items that are
followed up should be on next meeting agenda for brief report.
Leadership Element
You are responsible to be a model to your peers when conducting or participating
in meetings. You are responsible to show how an effective meeting
happens and to keep the priority on that over time. New employees should
be given a brief orientation on effective meetings before attending their first
meeting.