Too many business meetings are ill-directed. Call a meeting only when it is absolutely critical, and structure it firmly so that it achieves its purpose:-
- Decide whether you really need to call a meeting.
- Can the issue be resolved by an individual or a conference call?
- Determine who needs to attend. Try keeping the number of attendendees small, as large meetings get unwiedly.
- Set definite starting and stopping times.
- Prepare an agenda. Explain its goal. If there are many goals, prioritise and make it clear to all.
- Circulate the agenda in advance to allow attendees to prepare.
- Assemble visual aids and ensure their working conditions.
- Start the meeting at designated time, regardless of whether everyone is present. Avoid taking too much time to summarise for latecomers.
- Start off the meeting with straightforward, easily resolved issues before heading into complicated ones.
- Allocate specific amount of time for each issue. Move through issues, allowing for discussion.
- Postpone discussion until the end of the meeting if debate on an issue runs overtime.
- Make sure to cover the other issues on the agenda.
- Circulate the copies of the 'Minutes of the Meeting' after the meeting to remind everyone of conclusions and action plans.