The document outlines 10 essential steps to conduct effective meetings, emphasizing the importance of clear objectives, detailed agendas, and participant engagement. Key recommendations include reminding attendees of the meeting's purpose, summarizing discussions, using visual aids, and allowing for participation while managing time and topics effectively. The aim is to ensure meetings are productive and beneficial for all involved.

1. 10 Steps of Conducting
Effective Meetings
Seema Chowdhury
April 27, 2016

2. Effective Meetings

3. 10 Tips for Effective Meetings

4. Great things happen when people come together.
Face-to-face interaction is the platform where deals are
struck, relationships are forged and ideas are generated.
That’s what Meetings Mean Business is all about:
showing the real power of what business meetings,
conferences, conventions, incentive travel, trade shows
and exhibitions collectively do for people, businesses and
communities.
When gathering a team together to advance a particular
project, you want to ensure the meeting is as efficient
and effective as possible.
Effective Business Meetings

5. Tips for Running Meetings

6. 10 Steps of Conducting Effective Meetings
1. Remind team of purpose before meeting
• A gentle reminder helps attendees understand
why they are there and what they need to bring
to support the discussion topics.
2. Establish a detailed agenda
• Put a length of time against each item to ensure
you are covering all necessary topics without
exceeding your time limit. Of course, an agenda is
only effective if you actually follow it.

7. Characteristics of Effective Meetings

8. 10 Steps of Conducting Effective Meetings
3. Determine a clear objective
• Meeting leaders should not assume everyone
attending the meeting automatically understands
the desired outcomes. Stating the purpose clearly
at the beginning will get the ball rolling right
away and keep the meeting on track.
4. Establish meeting rules
• Is your meeting going until 3pm and no longer?
Make sure rules and expectations are clear ahead
of time.

9. Effective Meeting Principles

10. 10 Steps of Conducting Effective Meetings
5. Summarize each point
• Before moving on to the next topic, ensure
everyone understands key takeaways and
action items.
6. Keep record
• Don’t rely on memory. Record action items,
people responsible for actions and due dates.

11. Roles and Responsibilities

12. Effective Meetings

13. 10 Steps of Conducting Effective Meetings
7. Use diagrams, pictures and graphics
• Visual aids can reduce meeting durations by as
much as 28%.
8. Park important but unrelated topics
• It’s easy to get side-tracked when important
topics arise, which were not on the agenda.
Rather than divert the focus of the meeting,
make a note to bring up the topic at a later
gathering.

14. Meeting Preparation Checklist

15. 10 Steps of Conducting Effective Meetings
9. Encourage meeting participation
• Don’t dominate. Attempt to involve each team
member so they have a chance to convey their
ideas.
10. Review your success
• If you set out to have a two hour long meeting
and it only took an hour and a half, recognize a
job well done (providing the meeting was
successful). If it lasted three hours, then review
why it took so long.

16. Follow Up

17. Summary