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June 2012
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Conducting and Facilitating a Meeting

Following are the key steps while conducting a meeting.

  • Create agenda
  • Identify participants & ensure all critical participants attend the meeting
  • Send meeting invite with the agenda as an attachment
  • Arrive early to the meeting and verify meeting room is ready with all required equipment
  • Have a designated scribe to:
  • Have a designated time keeper to ensure the timeframes set forth in the agenda are being held to
  • Start the meeting on time
  • Establish the meeting goals/objectives with the participants FIRST
  • Review the previous meetings takeaways/deliverables (if this is not the first meeting)
  • Follow the agenda
  • Keep participants on topic
  • Conduct a process check every so often during the meeting
  • Assign take away items and due dates to specific individuals
  • Ensure the meetings goals/objective have been reached
  • Review decisions made
  • Establish the next meetings timeframe
  • Conclude the meeting on time
  • Send out meeting minutes the same day in an attachment to an email, NOT in the email body itself
  • Conduct a post meeting review

 Tips For Facilitating A Meeting

  • Stay neutral
  • Stay non-defensive
  • Allow team members to be responsible for their own behavior
  • Allow the team to work without undue interruptions
  • Use active listening skills
  • Prevent personal attacks between team members or stakeholders
  • Try to prevent individuals from using your time to execute personal agenda’s
  • Establish that your meetings will be time bound

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One Response to “Conducting and Facilitating a Meeting”

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