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• Start and end on time.
• Introduce objectives, agenda.
• Introduce speakers.
• Define time limits for contributions.
• Control discussion, encourage ideas from all the participants.
• Summarize discussion at key points.
• Impose control on strong personalities.
• Ensure that key decisions are written down by the secretary.
• Ensure that conclusions and decisions are clear and understood.
• Define actions to be taken and individual responsibilities.
Summary:
· Don't Meet. A void a meeting if the same information could be covered in a memo, e-mail or brief report.
· Set Objectives for the Meeting. Before planning the agenda, determine the objective of the meeting. You should be able to define the purpose of the meeting in 1 or 2 sentences at most. "This meeting is to plan the new marketing campaign" or "this meeting is to review shipping's new policy for handling returns." That way everyone knows why they are there, what needs to be done, and how to know if they are successful.
· Provide an Agenda Beforehand. Your agenda needs to include a one-sentence description of the meeting objectives, a list of the topics to be covered and a list stating who will address each topic for how long. Follow the agenda closely during the meeting.
· Assign Meeting Preparation. Give all participants something to prepare for the meeting, and that meeting will take on a new significance to each group member.
· Assign Action Items. Don't finish any discussion in the meeting without deciding how to act on it.
· Examine Your Meeting Process. Don't leave the meeting without assessing what took place and making a plan to improve the next meeting.
The following phrases are used to conduct a meeting. These phrases are useful if you are called on to conduct a meeting.
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