Our research shows that a considerable period of executive time is spent in meetings. Their effectiveness is often questionable but the attributes of meetings that are effective provide a useful checklist for executives.

An effective chairperson will:

• Keep things moving rapidly along:
• Covers each point on the agenda in order and in the alotted time
• Involves each of the participants
• Brings things to a clear conclusion and gets the necessary decisions made
• Circulates an agenda in advance
• Appoints someone to create action points with target dates and circulate these quickly following the meeting. Makes sure progress is followed up.

Objectives are necessary:

• Every meeting should have a reason behind it.
• Make sure that this objective merits a meeting, and that its attainment is worthwhile.

A list of chosen participants:

• Keep the list as short as possible
• General participation should take place only under two conditions, a general information meeting or launching a new project

Brainstorming

• Don’t be afraid to organise Brainstorming meetings. Appoint someone to capture points on a flipchart.
• Display each new idea separately
• Don’t criticise or make evaluations at this point
• Once the time limit for new ideas is up, proceed with the evaluation process and keep three or four best ideas for further investigation.

Meeting Checklist

• Only organise a meeting when it is necessary to do so.
• Only include people who are directly involved in the problems to be discussed
• Avoid interruption
• Prepare a systematic agenda and make sure the participants stick to the agenda
• Assign responsibility for topic discussions in the agenda
• Start the meeting on time end the meeting at the designated time
• Choose a chairperson to keep the meeting moving according to plan
• Stick to the essentials, cut short unnecessary discussion
• If a problem cannot be resolved, appoint someone to conduct further investigations and put it on agenda for the next meeting.
• If you have to attend a meeting you can ask to be present for the part of the discussion that affects you directly.
• Don’t be afraid to ask for written reports instead of calling meetings
• Always end on a positive stimulating note.