How to Run an Effective Meeting
The following practices may help chairs run the meetings effectively:
- Be prepared by discussing with staff in advance what needs to be accomplished at the meeting.
- Always use an agenda that assigns topics to specific people and uses time limits.
- Use the agenda to keep the members on time and on subject.
- Ask for additional items at the beginning of the meeting and include them as time and importance allow.
- Limit meetings to two hours.
- Always start the meeting on time
- Be a good host by making sure everyone is introduced.
- Review the facts before getting to specific suggestions on each agenda item.
- Encourage participation by inviting people to participate in the discussions.
- Summarize major points during the course of the meeting to facilitate orderly discussions.
- Pay attention to factors which may be affecting relations between members.
- Solicit opinions and experiences, especially when disagreements occur.
- Talk to the group, not individuals.
- Side conversations disrupt so ask members to stay focused.
- Take a break if tensions increase.
- Try to draw out silent members by asking an easy question or for an opinion.
- Check at the end of the meeting to see if members feel that subjects have been properly covered.
- Don't argue with the individual who has the floor.
- Ask questions if you disagree, but remember as the presiding officer you are to be neutral.
- Adjourn on time.