How To Lead a Truly Terrific Meeting

Face-to-face meetings are the best way to reach a decision that requires discussion. A well-planned meeting can fail miserably if the person leading the meeting does not perform well. Great meetings don't happen by accident. They are a result of an effective leader who understands the purpose and desired outcome of the meeting and considers the needs of meeting participants. Here are some steps you can take to make your next meeting truly terrific:

1. Start on time. Although it is tempting to wait for stragglers, doing so is inconsiderate to people who made an effort to arrive on time.
2. Make introductions. If most of the participants know each other, introduce the remainder to the group. If most of the participants do not know each other, allow everyone to introduce himself or herself by going around the room.
3. Confirm the purpose and strategy of the meeting. The goals of the meeting should be listed on the agenda. Agenda items should be a means to that end. Confirm with the group that the goals are valid and that the agenda makes the goals achievable. If changes are needed, make them at the beginning of the meeting.
4. Establish ground rules. This is important for every meeting. Ground rules should be those suggested and agreed to by the group. It is the job of the meeting leader to ensure that ground rules are adhered to. If a group meets regularly, previously established ground rules should be posted in the room.
5. Follow the agenda. Allowing a discussion to stray or spending too much time on a topic will negatively impact the rest of your meeting. If a topic cannot be thoroughly discussed in the allotted time, it should normally be resumed at a future meeting. If the topic is critical, it may be given more time. However, a lesser topic should be eliminated to keep the overall meeting on schedule. Never eliminate a break to make up for a prolonged discussion.
6. Moderate the discussion. The meeting leader should initiate discussion on new agenda items, bridge gaps in the discussion, and move the discussion to the next topic at the appropriate time. A meeting leader should always confirm the timing of a topic change with the group.
7. Engage participants. If a participant has been silent for a while, ask his or her opinion.
8. Make decisions. If information is available to make a decision, make it. You will never have a better time. If action is needed to obtain information to make a decision or accomplish a needed task, the action should be identified. An assignment should be made to the appropriate person and deadlines should be established.
9. Summarize key discussion points, decisions and action items. Do not state these as facts, but ask them as questions. Have the participants confirm that your notes are accurate or suggest needed changes.
10. Send your notes or minutes to the group after the meeting. Ask participants to review and suggest changes if needed.

Now that you know how to lead a truly terrific meeting, read How To Practice Business Etiquette to learn what you can expect from your compatriots.