If you as a leader know how to conduct effective meetings, your job has just gotten easier! In today’s climate of deadlines, pressure to produce and decreased discretionary time, it is critical that leaders realize time is a valuable commodity and that people, even if they are vitally interested in the purpose of the meeting, are concerned about not wasting that time.

Here are some ideas that will help you avoid some common pitfalls relating to meetings, and how to fix them.

1. Be clear about the purpose
   Answering this question before everyone comes to the meeting will ensure that your time together will be productive.
2. Work from an agenda
   Include date, time and location of the meeting as well as the meeting’s objectives. Decide on three to six agenda items and approximately how long discussion will be on each. This demonstrates to attendees how their time will be spent, as well as anticipated results.
3. Invite only those who need to attend
   Issuing a blanket “y’all come” invitation will result in someone’s time being wasted. Calculate the cost of the meeting by who will be present and how valuable their time is (in actual money). Doing this will keep you focused and determined to make the meeting productive.
4. Don’t let the meeting become a “free-for-all”
   Keep the meeting rules at the forefront of your meeting. Establish the rules early in the meeting so everyone knows what is expected of them.
   “Everyone participates” establishes that everyone’s opinions are important.
   “Speak in headlines” prevents attendees from rambling
   “Am I participating too much?” is a good rule of thumb to prevent discussion dominators
5. Conflict hurts productivity
   Disagreements stifle progress so either set another time and place for further discussion or divide into small groups to discuss resolution.
6. Make the decision-making process clear
   Decide at the beginning of the meeting who is going to make the final decisions. Will they be made through consensus or by the leader?
7. Make decisions, commitments and “next steps”
   Determine who needs the information, who is given follow-through responsibilities, and what the process for results will be. Distribute a brief summary of the meeting within 24 hours which will reinforce decisions and assignments.
8. Perform a meeting evaluation
   It is a good idea to evaluate progress even in the middle of a meeting. Use the four “P’s:”
   Progress – is the group achieving its goals?
   Pace – is the meeting moving too fast or too slow?
   Process – is the group using the right tools and methods?
   Pulse – how is everyone feeling? frustrated? satisfied? energized?

It’s a good idea to use “Pluses and Deltas” as you, the leader, review the meeting. Pluses evaluate what was done right, an assessment of what worked well. Deltas give you an idea of what needs to be improved for the next meeting.

Meetings don’t have to be boring and non-productive! Using the above strategies will move your meetings into the realm of accomplishment, and positive attitudes of the value of well-conducted meetings can mean to your group or organization’s success.