Meetings are effective and efficient if:

• The objectives and goals are known
• The goals can be achieved
• The meeting can be done with as little time
• All the participants are satisfied

 
Within this article I want to give you some guidelines how to prepare and perform effective meetings. Therefore you will get some best practices for the different steps of a meeting, from the preparation to the follow up tasks.

 
Preparation

• Prepare an agenda
• The agenda must match with the needs, topics and expectations of the participant
• So you should create the agenda by using the input of the participants
• Define a starting date and time and a duration for the Meeting
• Invite the participants
• Invite people that are important for the success of the meeting and can make a significant contribution
• Don’t invite people if they cannot make a contribution and should only be invited to get information about the meeting content (for this purpose you can send them the meeting notes after the meeting)
• Send a timely invitation
• Send the agenda
• Send additional documents or information material which is needed to prepare for the meeting
• Prepare methods and tools for decision findings
• Think about the decision making methods you want to use (e.g. brainstorming, decision matrix)
• Prepare the needed tools

 
Setting

• The location must be pleasant and suitable for the number of participants
• The meeting will begin on time

Start

• Describe the topics and the goals of the meeting
• Show the agenda and timelines

Execution

• Always keep an eye on the agenda and the timelines
• Everyone has the opportunity to show his viewpoint and represent his opinion
• The participants listen to each other attentively
• During the meeting, the achievements and decision done so far should be repeatedly briefly summarized
• None of the participants should try to dominate the discussion
• Each participant has a say in decisions
• During the meeting, participants will have the opportunity to rate the shown ideas, possible solutions and alternatives

       
End

• At the end of the meeting all decisions have to be summarized
• Define all actions which have to be done as result of the meeting
• Try to get the commitment from the participants to do these actions

Follow up tasks

• Create the meeting notes
• Create an action plan
• Send meeting notes and task list to all participants and additional people which have to be informed
• Keep an eye on the implementation of the tasks defined in the action plan