How to Run an Effective Meeting

Before the Meeting
During the Meeting
After the Meeting

The following is an excerpt from the Office of Human Resource development website. Please go to http://fpm-www2.fpm.wisc.edu/ohrd/academicleadershipsupport/howto1.htm for complete information on how to run an effective meeting and helpful assistance with common meeting problems facilitators’ experience.

Before the Meeting

Be clear on purpose and aims
Create the agenda
Schedule the meeting
Ensure that agenda is posted and sent out
Ensure that appropriate supporting information is circulated in time to be useful
Ensure that room arrangements (including refreshments) are made
Arrange for recorder (and supplies such as flip chart, markers, etc.)

During the Meeting

Start meeting on time
Ensure quorum (if required)
Review agenda
Keep discussion focused on agenda items
Encourage full participation
Help group come to decisions
Summarize decisions
Agree on action plan: point person and what needs to be done by whom by when
Draft agenda for next meeting(s)
Evaluate meeting

After the Meeting

Ensure that minutes are produced and promptly distributed, including to guests.
Ensure that agenda, minutes and meeting and supporting documents are kept together and archived as required.
Check to ensure that action is taking place as agreed.

Office of Quality Improvement, University of Wisconsin-Madison, 2002