Action: Making a Difference








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© 2000
Team C001515

Oh no - Not another meeting! Is often a phrase we hear moaned about. As is mentioned in another part of this site, effective meetings are important and can contribute to greater productive use of meeting time.

While the use of formal meeting procedure can turn in to quibbling about who is next to speak, and how long people have to speak, ultimately, some sort of order will help move things along.

Tips for good meetings:

There is no single formula to running a good meeting. Much of this depends on the location, the issue, the age of the participants to name a few. But there are some important pointers to keep in mind.

Some essential ingredients are:

Getting ready:

  • Know who is coming. You need enough people for a meeting to be effective. Personal reminders can help here.
  • Have the materials you need ready - pen, paper, chalk, duster, markers, cleaners.
  • Check to make sure any equipment you need is working - things like microphone for a large meeting
  • Arrange the furniture so it makes for a good meeting.
  • Where possible, place the chairs in a circle so all participants can see each other and talk to each other.
  • Talk with participants before the meeting about what they need to get done.
  • Discuss issues before the meeting with a few people so you know what to expect.
  • Get some other people to help you. Lots of people doing small jobs makes for less stress when the meeting starts.
  • Aim to get a few things done well rather than have lots of things that never get finished. Having drinks and snacks can help people relax. It also means they will not be in such a hurry to leave the meeting if it is after school at lunchtime.
  • Have name tags ready if it is a first meeting of a group and people are not likely to know each other.

An agenda:

  • Have one ready so everyone at the meeting can have a copy and follow what is required. Estimate the time each item will take and add that to the agenda. That way you can speed things along if you need to.
Making a record:

  • A record of a meeting is called the minutes. Take notes while the meeting is in progress especially so you can remember any actions that need to be taken later.
  • Note down who was at the meeting in case you need follow up.
  • Have a facilitator: To encourage everyone to have a say.
  • Keep track of the time.
  • Keep the discussion relevant All discussions should be as neutral as possible.
  • Participating in a meeting: Listen to the opinions of others and don't but in until they have finished.
  • Don't whisper to others while someone is talking.
  • If you must criticise, make sure it is the ideas that people have. Don't make personal attacks.
  • Build on what others have said. This shows you are listening and it reinforces the ideas discussed. (for example "That's a good idea and I also think….)