• You’re the pilot of the plane (make it a smooth flight)
• Always have an agenda preferably with initials and
allotted times (journey plan)
• Think about the agenda ahead - what you need to
say and when (pre-flight checks)
• Writing your introduction to frame the scope of the
meeting can be useful (pilot’s announcement)
• Clarify purpose, meeting length and intended
outcomes (flight length, destination)
• Always follow the agenda and bring people back to it
(refuse to go off course, but expect turbulence)
• Don’t skip about at the whim of others (plane crash!)
1. Stick to a clear agenda
• In order to get through the business of the agenda you will
need to intervene:
• What is an intervention? Not scolding but redirecting attention
• Interventions should feel awkward and uncomfortable
• Direct Interventions: ‘<Name> I need you to...’
• Indirect Interventions: or ‘I’ve noticed that’ or ‘I’m aware that...’
• Timing: before (ground rule), during (become impossible to
ignore), or after (when you have the floor)
• Insert your voice into the meeting
Timing of intervention & type of intervention
• If they don’t contribute what are they doing there?
• Overwhelmed by personalities/feeling inferior?
• Disengaged, unwilling to help?
• Draw them into the meeting directly/identify their value
• Goal: equal contribution and common goals (scope)
• Defined roles can help
3. Ensure everyone participates
Record Action Points
• Don’t leave conversations open-ended, ensure all the
talking has been worthwhile
• Agree an action point
• And assign it to someone!
• Ensure it’s in the meeting minutes
• Remind assignee ahead of the next meeting
• Also ensure minutes record key actions and points as
you go. Don’t assume this will happen!
4. Record action points
• Open and close on time
• Don’t let any section overrun...
• ...if any does then you need a separate meeting,
to discuss it afterwards, or add it to the next agenda
• Shorter meetings are more effective
• Keeps participants focused
• Meeting attendees will love you for it
5. Keep to time
• Its not about you, its about getting attendees to share and agree
actions. Chairs should be selfless.
• Different personalities (beyond introvert and extrovert tags) will affect
how people behave and interact in meetings (big picture; focused on the
now; on the past; on people and relationships)
• If meeting is largely informational could it be an email update instead?
• Does everyone need to be there?
• Environment is important, as are refreshments
• Meetings can be fun as well as productive and professional. Chairs set