Mitch Wheat - Treat the cause, not the symptoms!

• Whenever possible do not meet!
  - Meetings are time consuming, so decide whether a meeting is the best way to handle the issues/topics?
• Define the purpose of the meeting
  - Write down a clear goal and desired outcomes
  - Decide who should attend based on the desired outcomes
• Keep meetings short
  - Do not allow meetings to overrun
  - If there is unfinished business, schedule for another time
• Always issue a meeting notification
  - Give attendees sufficient notice to enable them to prepare any relevant material
  - State the place and time for meeting
  - State the duration of the meeting
  - Confirm attendees acceptance
• Always distribute an agenda to attendees before the meeting takes place
  Include:
  - Meeting objectives
  - List of discussion topics
  - Place highest priority items first on agenda
  - Provide attendees with any required background information
• Make sure that speakers are prepared for the meeting
  - Unprepared speakers will contribute little
• A meeting should have an owner or chairperson
  - The chairperson should open the meeting by describing the meeting objectives and expected outcome of the meeting
  - The chairperson should ensure speakers adhere to the agenda and time allocated
• Make sure that speakers are prepared for the meeting
  - Unprepared speakers will contribute little
• Make sure the facilities are prepared for the meeting
  - Arrange any audio-visual equipment or materials in advance. Arrive early to set up and make sure everything is ready to use

Running the Meeting

• Start the meeting on time
  - Do not wait for latecomers
• Start the meeting by reviewing the meeting agenda and objectives
  - Begin by introducing anyone who is not known to the other attendees
• Appoint someone reliable to take minutes
  - Ensure that the minutes are accurate
  - If it is not recorded it probably will not happen
• Stick to the agenda
  - Maintain focus, keep the discussion on track
  - Summarise conclusions or decisions as each agenda item is completed
  - Non-agenda issues/topics should be noted and discussed in the last 5 minutes of the meeting, and if unresolved, tabled for another meeting.
• Assign action items
  - Identify and assign any action items to specific people with completion dates
• Explicitly close the meeting
  - Before closing the meeting determine if the objectives were met
  - Request comment from all attendees, and enter into the minutes
  - Chairperson should provide a concise summary of the meeting’s outcome
  - Issues/topics requiring further discussion should be noted
• End the meeting on time
  - Often people will have other scheduled work to go to
• Minutes should be published and made available to all attendees

Meeting Follow up

• Communicate the meeting’s decisions to those who are affected by them
• Make sure copies of the minutes are distributed
• Remind people what they agreed to do