How is meeting conducted

Make sure that there are no distractions during the meeting such as ringing cell phones, or participants fiddling with pen, or gossiping, etc. Give a quick review of the issues discussed in the meeting. Make sure that all the issues are discussed within the time frame. If time does not permit discussion of all issues, ask the participants if they are comfortable in discussing those issues in next meeting. Fix and decide upon the time for the next meeting.

View All Articles. How to Conduct a Meeting? Similar Articles Under - Business Communication. To Know more, click on About Us. Sticking to this timeframe helps keep the meeting on track.

Meetings work best if everyone is allowed to contribute. If a good topic arises, but will involve some detailed discussion, ask the note taker to add that topic to the agenda for the next meeting so it can receive its proper discussion time. Gratitude and Appreciation As the meeting ends, be sure to thank all attendees for coming. Many meetings are viewed as chores to attend, but if the participants are thanked and feel that their input was appreciated, they will think more highly of them.

If this is a regular meeting, the moderator may want to give the next meeting date and make sure that is a good time for everyone. Once the meeting is over, have the note taker or appropriate person type up the minutes of the meeting and distribute to each attendee either through mail or email.

Choice meeting locations sometimes dictate meeting dates. Barnes, from the University's Office of Quality Improvement schedules multiple meetings every week involving the chancellor and provost, vice chancellors, associate vice chancellors, deans, directors, chairs, and other campus leaders. See P. An agenda should be sent to participants ahead of time to help them prepare to participate.

There are legal requirements for posting meeting notices. All campus committees created by rule or official act are subject to certain Wisconsin open meeting laws.

For more on Wisconsin law click here--! Provide at least hour advance notice of a meeting via a central bulletin board. Newspaper announcements not required. In limited cases, 2 hours advance notice would be allowed. Allow public access including newspaper reporters and others E. Allow committees to go into closed sessions members only to deliberate on personnel matters, although votes must be taken in open session. E-mail voting is not allowable under the current law, nor are electronic discussions.

Open meeting laws do not apply to advisory committees or ad hoc task groups. You should always circulate supporting materials to participants in advance of the meeting. However, deciding how much information to send in advance can present a conundrum. Some people won't look at anything prior to the meeting and some will conscientiously read all the supporting information they can.

Do some of them highly value personal small talk before diving into the cold, hard facts? Everyone takes 1 — 2 minutes to share with the group one best personal and one best work-related thing that happened to them recently. This practice also helps with building trust, the foundation of a high performing team.

And if your windowless office with uncomfortable chairs and no airflow is getting old, try changing up the meeting site from time to time. Teammates with a high aesthetic motivator will gladly thank you and be amazingly more productive and engaged. Sorry Utilitarians. None of these concepts are earth-shattering, but the discipline to follow them consistently is what will transform your waste of an hour into an effective, and possibly even enjoyable, meeting.

Here are three simple steps to conducting effective meetings: Prepare. The Performance Culture System makes Conducting Effective Meetings incredibly easy with Agendas: Create the meeting agenda in the cloud and send to participants ahead of time with one-click.