Carroll Community College

Meetings are great for generating ideas, expanding on thoughts and managing group activities. However, this face-to-face contact with members can easily fail without adequate preparation and leadership.

The following are tips for running an effective meeting, which any member may complete. It is best to identify who will be responsible for each item.

Before the Meeting

1. Explore more efficient alternatives to a meeting. Is this meeting necessary?
2. Limit attendance to only those who are necessary for the meeting.
3. Choose a date, time and location that is acceptable to everyone.
4. Establish a time limit for meetings including an ending time. Open-ended and extremely long meetings are a waste of time.
5. Distribute an agenda in advance. It allows members to prepare and think about the meeting topics in advance. Adgenda's should include the most important items first and progress reports on tasks, decisions and responsibilities. View a sample agenda.
6. If necessary, establish time limits for each agenda item.
7. Clearly communicate the purpose for the meeting.
8. Prepare necessary materials.

During the Meeting

1. Start on time.
2. Make sure everyone is acquainted.  Use name tags/table tents if a meeting is large or new attendees are present.

After the Meeting

1. Distribute a succinct set of minutes within 24-48 hours. Do not minimize the importance of minutes. They enhance communication, apprise absent members, and form a record of progress.
2. Monitor progress on decisions, responsibilities, tasks and deadlines. Assist team members who need help and request help when you need it.
3. Prepare for next meeting.

Sample Meeting Agenda

I. Opening and announcements      5 min.

II. Reports from subgroups       15 min.

III. Discussion topic 1        

IV. Discussion topic 2        

V. Discussion topic 3        

VI. Timeline progress        10 min.

VII. Decisions that need to be made      10 min.

VIII. Actions which need to happen by next meeting    10 min.

IX. How is the team doing (interpersonal issues)    10 min.

X. Items for next agenda       5 min.

XI. Next meeting date and time      5 min.

XII. Adjourn