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Effective Meeting Management: Strategies for Success

Meetings can be a powerful tool for collaboration, but when poorly managed, they become counterproductive. A well-planned meeting requires stakeholder analysis, desired outcomes, and clear agendas. Avoid common pitfalls such as lack of purpose, poor timekeeping, and ineffective participation. Establish ground rules to ensure respect, open-mindedness, and engagement. Both chairpersons and participants have key roles to play—preparing thoroughly, sticking to the agenda, and encouraging idea sharing. By following these practices, meetings can achieve their intended goals efficiently.

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Effective Meeting Management: Strategies for Success

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Presentation Transcript

  1. Managing Meetings

  2. WHAT IS A MEETING? • …an act or process of coming together • …an assembly for a common purpose …the ideal meeting is with two people...one being absent?

  3. PLANNING MEETINGS Stakeholder Analysis Desired Outcomes Agenda & Purpose Decision Making Method Managing the Meeting (Roles)

  4. DEADLY SINS • No purpose • Too many people • Poor agenda • No preparation • Poor timekeeping • Poor control • Action unclear

  5. GROUND RULES • Remain open-minded • Start and finish on time • Everyone participates • Respect views and help each other • No one dominates • Don’t persistently interrupt • Encourage ideas/alternatives

  6. GROUND RULES • Bring solutions with problems • Make compromises • Respect the Chair’s position • Stick to the agenda • Make apologies • Prepare for meetings

  7. CHAIRPERSON • Prepare for the meeting: focus on purpose and people • Manage the meeting • Establish ground rules • Agree desired outcomes • Agree decision making method • Set and keep to the agenda • Summarise and signpost • Ensure participation • Seek “devil’s advocate” • Adjudicate in disputes • Deal with problem people • Draw to conclusion

  8. PARTICIPANT • Know the purpose and prepare • Confirm attendance and be on time • Participate • Keep an open mind • Share your ideas • Behave yourself!

  9. GOOD PRACTICE • Clear purpose & agenda • Prepare well (1:1) • Invite relevant people • Start & finish time • Good chairmanship • Involve people • Insist on discussion • Give responsibility • Record action (W3)

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