1. Ask the question: Is a meeting is really necessary?

Before calling a meeting, consider your options.... Often the same things can be accomplished via phone, e-mail, etc. Use your office technology to its fullest potential.


2. Pick a leader.

If it's not you, pick someone to lead the meeting. Somebody has to be in charge of the meeting to ensure that it accomplishes what it's meant to accomplish. Decide this up front.


3. Have a plan.

Create an agenda for the meeting and distribute it, in advance, to everyone who will be attending. Ask them to provide you with any changes or additions to the agenda in advance.


4. Pick an appropriate time.

Too early in the morning and you risk people being late because of traffic. Too close to lunch and they're thinking of food. Too close to the end of the day and they're thinking of going home. Find that "just right" time, normally in the mid-mornings/afternoons.

5. Have the meeting in an easy-to-find location.


Pick a 'common ground' for most of the attendees. If a meeting will be held off-site or involves getting clients to your location, provide clear, concise directions.

6. Follow the plan.

You have an agenda, everyone at the meeting has seen it, so stick to it. If a particular discussion or issue is not appropriate for the meeting, table it for another time.

7. Stay focused.

Side conversations or irrelevant topics will always crop up, especially as the number of attendees increases. Stay in control of the meeting and keep everybody focused on what you're trying to to do.

8. Create a "parking lot" for other issues.

Some issues, although off-topic for your specific meeting, will need to be handled at some time. When these issues come up, take note of them and handle them after the meeting.

9. End on time.

Never let a meeting run long.

If you find you can't get everything done, schedule another meeting.

Not finishing on time is caused by one of two things: Either, 1) you didn't stick to your agenda (so why should the attendees suffer?) or, 2) the issue really needs the extra time and attention a second meeting will bring.

10. Follow through


Nothing is as frustrating as sitting through a meeting, debating issues, reaching conclusions and making suggestions only to see absolutely nothing come of it. Follow through with all suggestions and recommendations (don't forget your parking lot issues). Let people know that what was produced in the meeting was, indeed valuable, and worth their taking the time to attend.

About the author:

Jim Allen, The Big Idea Coach, hates meetings, but loves meeting people. You can meet Coach Jim by visiting:
http://www.BigIdeaCoach.com