Managing Meetings — 12 Tips for Meetings that Work

June 2002
Logistics & Transport Focus;Jun2002, Vol. 4 Issue 5, p78
Trade Publication
This article provides tips on how managers can make meetings more productive. Managers should determine whether a scheduled meeting is really necessary. Those who will attend the meeting should be kept to a minimum. Meetings get less productive and more difficult to control the more people involved. Not all meetings need to be formal sit-down affairs. Standing meetings are quick and participants remain focused on the topic as it is difficult to stand for long periods. An essential component for a successful meeting, the chairperson, is responsible for organizing the meeting, encouraging participation and generally directing the proceedings. The chairperson should make sure there is an agenda, which is circulated prior to the meeting along with any supporting material. The agenda should list the main topics and thought should be given to the order and participants should be asked for any additional items. As the organizer, set the start time and keep to it. It is important to read the minutes of the previous meeting, review supporting paperwork or do some research in advance of the meeting. Take an active part, but do not speak for the sake of it. Do not monopolize the meeting. At the end of the meeting the chairperson should sum up, confirm the actions that have been taken, identify the main results and confirm the time, date and place of the next meeting and finally thank the participants for their time.


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