The document provides guidelines for effective and efficient meetings. It recommends preparing an agenda in advance and sharing it with participants beforehand. Meetings should have predetermined start and end times to stay on schedule. Only necessary materials should be prepared and distributed in advance so meeting time is not wasted. A moderator should manage discussions and ensure decisions made and action items are clearly documented. Following these guidelines can help meetings be more productive and make effective use of participants' time.

1. MEETING HYGIENE
Vluchtelingenwerk
Vlaanderen
February 2018

2. STRUCTURE TO PRODUCE VERY
EFFECTIVE AND EFFICIENT
MEETINGS THAT GET THE JOB
DONE Key Words
Self-discipline <=> a strong will
 Things to do prior to, during and after the meeting (not just during
the meeting)

3. AGENDA
 Make it ready and share with participants earlier, the day before for
instance.
 Without an agenda, it’s the equivalent of scheduling a business trip
without an objective!
 The more specific the agenda, the better the road map, and the
more likely the success of accomplishing the stated objectives!
 Adhere to your published agenda.

4. PREDETERMINED AND STATED
START/END TIMES
 The old saying that “work fills the time allotted” is all too true in
this context.
 It serves as both a reminder and a set of parameters for everyone
involved.
 “Stupid Puma Syndrome”: Puma is believed to
chase its prey according to its size. So he runs after
a rabbit shorter than a deer in order not to waste
time and energy. He accepts to lose and goes to
find other food to eat.
“Stupid Puma” refers to someone who keeps
chasing the same prey for too long, and loses more
calories than that food is going to give him.

5. ONLY NECESSARY MATERIALS
PREPARED/DISTRIBUTED
 Distribute materials in advance.
 Send out the agenda and any accompanying materials well before
the meeting – like the day before the meeting – with a request that
people review them and come prepared to discuss.
 That material is everyone’s homework before coming to the
meeting.
 You don’t want to waste everyone’s time by reading them your
thoughts! Group time is precious, so leverage it to your best
advantage.

6. MODERATE THE DISCUSSION
 Have a moderator and a secretary of the meeting.
 The moderator´s role is to manage the time and adhere to agendas,
to confirm out loud with everyone in attendance both the decisions
made and the action items determined (if any) and people assigned to
those action items.
 The secretary writes down the decisions, responsible individuals,
timelines or due dates etc. (and at Vluchtelingenwerk, puts the
meeting minutes on the server within 3 days).

7. OTHER POINTS TO BEAR IN MIND
 Make sure the meeting is necessary, and invitees are relevant to the
topic.
 You may plan at the end of the meeting a 10-minute “varia” or AOB
(any other business) for any emergencies to be discussed.
 It is ideal to start right on time, but tolerance of 10 minutes is also
a good idea.
 Stay in control all throughout the meeting. If one person insists on
a tangent or personal agenda, certainly talk to them outside the
meeting.
 Minimize use of electronic devices (if applicable).
 Make sure everyone knows what is next.
 Do follow-up after the meeting.

8. “IF YOU HAD TO IDENTIFY, IN ONE
WORD, THE REASON WHY THE HUMAN
RACE HAS NOT ACHIEVED, AND NEVER
WILL ACHIEVE, ITS FULL POTENTIAL,
THAT WORD WOULD BE 'MEETINGS.” –
DAVE BARRY*

* Dave Barry is an American humor columnist.