Meeting Guide

Meeting Guide

Productive meetings are key to developing good projects. Your meetings will be more effective and efficient if you use these suggestions.

Setting meetings

When requesting a meeting, show the times you know that you are free in this format:

Monday
10 a.m. - noon.
1 - 3 p.m.

Tuesday
1 - 4 p.m.
And so on

1. Suggest times that include a day from M, W, F and also T, Thr. You're more likely to find a compatible time on the first try.
2. State the proposed location in the note in which you request the meeting.
3. Reverify and restate location (specific room number and building, not "John Smith's office). For example,

Don't finalize the time by sending a note that says, "Yes, that time is okay with me." Instead, send a note to all persons involved with a subject line "Meeting verification" and say "OK, Dr. Smith, we will hold our first meeting from 2 to 3 p.m. on Friday, January 19, at the office of Dr. Smith, 114 Burrowes Building."

The first meeting

• Get acquainted.
• Always be respectful of opinions.
• Be reasonable about what can be accomplished, given each person's skills and time commitment.
• Clarify anything you don't understand.
• Consider how to proceed through various phases of the project.

Setting meeting times

• Set regular meeting times (weekly, every other week, etc.) and make every effort to meet during this time block. You can always cancel a meeting if the meeting is not needed.
• Set a beginning AND an ending time for your meetings.

Preparing for meetings

• Prior to each meeting, complete tasks assigned at previous meetings.
• Prior to each meeting, if possible, agree on topics (at previous meeting or via e-mail).
• Prior to or at the beginning of the meeting, determine about how much time to spend on each agenda topic.
• Prioritize what MUST be done at the meeting and determine what topics are of lesser priority. Lesser priority topics can be held for the next meeting if necessary.

Running a meeting

• Start (and end) the meeting on time.
• Stick to the agenda (as much as is reasonable).
• Use your leadership skills.
• Attack problems, not people. Give a little; take a little!

Transition to next meeting

• During the meeting record steps as needed.
• At the end of each meeting:
• Review the decisions and deadlines
• Document what each person will do before the next meeting.
• Offer to answer questions by e-mail.
• Periodically evaluate your meeting processes, how your team worked together, and suggest changes for improvement of group processes.