10 Rules for effective meetings

1. Arrive on time [ might need to agree what is on-time]
2. Know why you are there – What value can you bring – the agenda – areas you want to contribute to specifically
3. No meetings within meetings
4. Respect others’ views
5. Stay on time – appoint a time keeper to advise chairperson
6. Always agree smart action points
7. Phones off or on silent – No fiddling with phones or emails whilst others are talking
8. Thank everyone for attending
9. Circulate minutes within 24 hours
10. Do your action points

Prior to the meeting

Define the purpose of your meeting – make the objective clear

Book the room before calling the meeting

Send out invitations – use outlook calendar – attendees should respond promptly

Circulate the agenda at least 3 days before if possible

Have an agreed schedule.  Including start time and finish time. [keep the time sensible]

Plan a 15-minute break, every 2 hours

Inform the chairperson of any concerns regarding the agenda at least 24 hours before the meeting

Come to the meeting with all the materials and information needed [be prepared]

Send apologies at least 24 hours before the meeting

Only those invited to meetings should attend

Seek permission from the chairperson in advance if you want to bring someone else along or send someone to represent you.

 

Meeting framework

Start on time. DO NOT wait for late attendees

Determine who will record important action points and assign them including complete by date

Outline the agenda, purpose and objectives of the meeting

Remind participants of the ground rules

Ensure discussions follow the agenda and timelines – determine objective and approach at the outset

During the meeting carry out a quick satisfaction check – to get participants feedback

Ensure agreed actions are realistic and SMART – so people know what they have to do, by when.

Avoid AOB if possible – or keep it brief

End on time

Send out minutes or notes agreed actions within 24 hours of the meeting

 

Your personal code of conduct

Arrive promptly in time to start at the agreed meeting time [aprox 5 mins before the start time]

Put your mobile phone on silent, any expected calls need to be disclosed at the outset to the chairman.

Put out of office on email, put phone to answer machine

Do not leave the meeting to take or make undeisclosed calls

Do not e-mail or text during the meeting

Unless laptops are required – turn them off and close the screen – better still – leave in the briefcase

Avoid nervous habits – tapping – clicking pen – shuffling papers

Listen – do not interupt others – allow people to speak

Ensure equal contribution – do not dominate the discussion contribution

Respect your colleagues – speak polietly, do not denograte in speech or manner

Be open and honest

Do not start or take part in meetings within meetings

Understand and respect confidentiality / sensitivty of all information shared.

Take notes of action points that apply to you with the agreed timescales

Particicipate – Get focused – Maintain momentum – Reach an agreed action

Follow up on post meeting action points within the agreed timescale.

and remember…

…There is always More Than 1 Answer