How to organize and run effective meetings By

How to organize and run effective meetings By Jan Bollen 1

Agenda Group organisation Decide for a meeting Aim of a meeting How to organise a meeting Agenda Chairman Secreatry Planning Documentation 2

Group organisation n n n Chairman Secretary Planner Documentalist Designer Purchase / Sales Marketing 3

Decide for a meeting n n Why am I scheduling or attending this meeting? What is my goal? What information will be exchanged? What decisions will be made? 4

Aim of meeting n n n n Give information Brainstorm ideas To get information Participate in decision making Solve problems Divide the work Planning update 5

How to organise a meeting n n n Find a suitable time Find location Invite participants by mail Mail also the agenda Mail also minutes last meeting Prepare meeting by having clear aims 6

Agenda n n n Welcome / opening meeting Announcements Minutes of last meeting approve / specific matters n Subject 1, 2, 3 informing decision n Planning / Finance / Documentation / anything else AOB (Any other business) Next meeting Close meeting / goodbye 7

Chairman / staying in control n n n Being in contol of Agenda Interruptions Negative body language Participating Changing of subject 8

Chairman / introduction n n Starting of meeting Process control Introduce each topic Explain why it is being discussed. Stick to the topic 9

Chairman / invite contributions n n Invite contributions Everyone who should speak on an issue Not just those who can talk the loudest or longest. Encourage quieter members to communicate by prompting them with questions. 10

Chairman / summarize n n n Summarize each item Finish discussion each item by Summarize items check that everyone agrees By confusion try to clarify of 11

Secretary / take minutes n n n n Follow agenda Make note of most important remaks Absence Discussions Decisions Next meeting Distributions 12

Secretary / minutes content n n n n Meeting title Date and location List of attendees absence Announcements Topics discussed Decisions made and actions Date next meeting and 13

Planning n n Use Gannt diagram To divide the work To control progress To signalize bottlenecks 14

Documentation n Responsible for complete documentation in form not in content ! Report and presentation Meet the documentation rules 15