Meeting Best Practices

So you’ve purchased a TechLogix Share-Me™ System….great! However, collaboration technology alone isn’t enough to ensure an effective meeting. Below is a list of best practices to help get your team off to the right start.

  When Best Practice
Before the Meeting Determine if the meeting is actually necessary. Over 50% of the average professional’s time is spent in meetings. Ask yourself: Can I achieve the same results from a simple phone call or email?
Before the Meeting Set an agenda in advance and make the messaging as positive as possible. Circulating an agenda in advance lets participants prepare their notes, questions and concerns. 
Before the Meeting Be selective when deciding who should attend. Only invite team members who will be actively engaged in the meeting and can ultimately help make decisions. Send everyone else a follow up synopsis.
Before the Meeting Establish how much time is available for the meeting…and stick to it. This will help you decide what can and should be covered, and it will also help you set your priorities. 
Before the Meeting Decide if a facilitator is needed. A facilitator will help keep the group on topic and schedule, and empowering one is a great idea for long meetings and/or large groups. 
Before the Meeting Email a reminder the day before the meeting starts. A reminder will help ensure the team is still available to meet and, if not, allow plenty of time to reschedule. 
Before the Meeting Set ground rules. When it comes to meetings, rules are not meant to be broken. Baseline rules can include etiquette, topic appropriateness, cell phone use and (of course) staying on agenda. 
Before the Meeting Follow the fives. Meetings often run back-to-back, which can cause chain reaction delays through your team’s day. Instead of starting on the hour, try starting on the :05’s and ending on the :55’s to give your team enough time to get settled and make their next commitment on time.
During the Meeting Start and end on time. It’s important to keep your team’s schedule on track. Starting and ending on time keeps the team focused and sends a message that you respect their other commitments.
During the Meeting Stick to the agenda. It’s very easy for meeting topics to get off-track, especially with larger groups of people. Sticking to the agenda will keep your team engaged and ensure deliverables are met. 
During the Meeting End with a purpose. Even informational meetings should have a takeaway. Make sure team members understand the next steps and their personal action items. 
After the Meeting Recap and follow up. Sending a follow up email with the meeting notes and action items will help keep everyone synced and on track. And make sure to thank everyone for participating! 

Download a pdf version here: Meeting Best Practices

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