Effective meetings

Well-run meetings can create a sense of involvement, providing opportunities to share ideas, solve problems and make decisions.

Tips for meeting organisers:

Consider whether the meeting is necessary or if alternative communication channels could be used.
Ensure there is a clear aim/purpose for the meeting.
Invite only the relevant people to attend the meeting.
Circulate an agenda and any background material to participants prior to the meeting.
Start on time and end on time.
Ask participants to briefly introduce themselves if the majority have not met one another.
Stick to the agenda.
Give all participants the opportunity to speak.
Acknowledge issues but encourage participates to come up with solutions.
Thank participants for their time and input.
Record the decisions, outcomes and required actions from the meeting and follow up any action items.

Reply promptly to meeting invitations.
Nominate a representative to attend on your behalf if you are unable to attend.
Prepare for the meeting by reading the agenda and any background material.
Arrive at the meeting on time and plan to attend the entire meeting if at all possible.
Switch off your mobile phone or Blackberry, or set it to silent mode.
Stay focused on the topic of discussion.
Listen to other participants and avoid interrupting.
Respect the opinion of others.
Ask a question if you need clarification.
Complete any action items assigned to you promptly.
Keep confidential information confidential.