Before conducting a meeting, it is important to communicate the following:
- Send a reminder email with an agenda and minutes from prior meetings (if applicable)
- Allow people time to comment on the stated agenda and add thoughts on other topics that need to be discussed.
- Remind individuals that the meeting will start on time and provide any directions needed to attend the meeting.
- Identify any roles for the meeting such as who will be taking meeting minutes and who is responsible for each agenda item.
During a meeting, whether you are in attendance or are running the meeting, be mindful of the following:
- Be on time, start and end the meeting on time.
- Conduct introductions as needed.
- Be present and pay attention. Put away and silence cell phones out of respect for the meeting organizer and the other attendees.
- If there are attendees via conference call be sure to conduct introductions so everyone knows who is calling in. Speak up so the call-in attendees can hear and allow time for them to ask questions.
- Allow time at the end for any questions.
After the meeting, it is important to communicate on the same day. If too much time passes between the meeting and the follow-up communication, the participants may lose focus on the action items and goals of the meeting. After the meeting, remember to do the following:
- Provide immediate follow-up with meeting minutes and action items including who is responsible and expected deadlines.
- Schedule the next meeting (as applicable)
- Ask the team if anything needs to be clarified or if anyone has any questions.
