Effective meetings require preparation, structure, and leadership, including gathering necessary information, creating an agenda, defining roles, facilitating participation, and following up on assignments. Key elements are setting goals and timelines, sharing facilitation roles, building trust, and paying attention to communication, decision making, and conflict resolution. Proper meeting structures, processes, and leadership can help teams ensure their meetings are productive.

1. CONDUCTING A
EFFECTIVE MEETING

2. MEETING PREPARATION
 Continuous Cycle
 Preparation
 Conducting a meeting
 Follow-up to meeting
Pawan Kumar Singh

3. INFORMATION GATHERING
 Collect ballot results
 Review correspondence
 Review minutes and action
items from previous meeting
 Contact TG chairman
 Review jurisdiction list
 Contact staff manager
 Prepare agenda

4. Essential Questions
 What are some characteristics of
effective meetings?
 What structures and processes can be
used by teams to ensure that their
meetings are effective?
 What facilitation skills can leaders and
other team members use to encourage
members to participate in effective
meetings?
Pawan Kumar Yadav

5. Tips for Leading
Effective Meetings
Effective Meetings Need to Have:
 Good structures
 Good processes
 Good leadership/facilitation

6. Creating Productive Processes
 Use agendas with timelines
 Have the group agree on the agenda ahead of time, or
 Come with a partial agenda and ask for input
 If there’s too much to do, prioritize and stick to your timelines
 Use roles and share them when possible
 Typical roles include: facilitator, recorder, timekeeper
 The facilitator’s role can be shared, even if there’s one “official” leader
 Shared roles help to create a sense that all members are equally valued
 Find ways to develop trust and a sense of shared responsibility
 Pay attention to the use of good communication skills
 Build in processing time to discuss what the group is doing well and
what needs to be improved

7. WHY IS AN AGENDA
IMPORTANT??
Prepares chairman
Prepares attendees
Creates an interest
Clearly defines objectives
Provides a valuable organizational
tool
PIYUSH PANDEY

8. INFORMATION AGENDA
INCLUDES:
 Meeting date, time,
location
 General information
 Agenda/minutes approvals
 Agenda items with
background/goals
 Old/New Business
 Summary/ Assignments

9. DISTRIBUTION OF AGENDAS
 Provide electronic copy to staff manager
–manager will post to members only
section of home page
–ensure copies are available at the
meeting

10. COVERAGE OF MEETING
 IFYOU CANNOT
ATTEND, FIND A
REPLACEMENT
 BRIEF YOUR
REPLACEMENT ON
THE AGENDA
Pragati Chaudhary

11. AT THE MEETING
 Is the room set properly
 Audio visual
 Number of seats

12. Creating Strong Structures
 Teams need to decide how they will be
structured to conduct their business
 Decide on regular meeting times
 Identify group norms and purpose
 Decide how meetings will be conducted
(e.g., use of agendas and roles, etc.)
 Talk about how decisions will be made
(e.g., consensus, democratic, etc.)
 Talk about how members will communicate
between meetings

13. Opening Discussion
 Think about a meeting that you’ve been to
lately that you consider to have been
effective.
 How do effective team meetings contribute
to collaboration?
Pragati Kumar

14. Think, Pair, Share Activity
 Individually, list as many ideas as you can
about factors that contribute to effective team
meetings.
 In pairs or triads, talk about your ideas and
identify five ideas that and your partner
consider most important to effective team
meetings.
 Share your ideas with the whole group to
begin thinking about tips for conducting
effective meetings.

15. Paying Attention to Leadership and
Facilitation
 Remember to balance the task and
relationship aspects of collaboration
 Focus both on getting tasks done and
developing good relationships
 Try to read the energy of a group and adapt
as necessary
 Use humor-- wisely
PRAJESH RAWAT

16. Paying Attention to Facilitation
(cont’d)
 Use your role to help develop a sense of equity
among team members
 Encourage equal participation among all members
 Remind members that participating means listening as well
as talking
 Use your role as a way to identify when decisions are
being made
 Note the difference between “discussion time” and “deciding
time”
 When necessary, step in to help resolve conflict
and/or to help in doing so

17. CONDUCTING A MEETING
 START ON TIME!!
 Delegate the task of taking minutes if
you haven’t a subcommittee secretary
 Review the agenda/obtain agreement on
the meetings objectives and goals
 Revise agenda if necessary
Prakhar Gupta

18. ROLE OF THE CHAIRMAN
 Recognize
attendees who wish
to speak
 Remain neutral
 Summarize
discussion and
future action
 Maintain order

19. WHY DO WE RUN OUT OF
TIME??
 Repetition
 Wander from the agenda
 Lengthy discussion of controversial
issues
Prashant Kumar Singh

20. MEETING TECHNIQUES
 Focus attention on the agenda
 Set time limits
 Identify different opinions
 Establish task groups/chairmen as
needed

21. CLOSING A MEETING
 State conclusions reached
 Summarize assignments
 Give staff manager next
meeting requirements
Prashant Ranjan

22. AFTER THE MEETING
 Prepare minutes as soon as possible
after the meeting
– actions and discussions that took place are
fresh in the writer’s mind
– committee members may rely on receipt of
minutes before they implement promised
actions
 Send electronic version of minutes to
the staff manager

23. PREPARING MINUTES
Follow the format of the meeting agenda and
include:
–the committee number and title, date/location
of meeting, and time called to order
–an accurate summary of the decisions and
conclusions reached
–the assignments that were made
–the follow-up action required
–time of adjournment and notice of the next
meeting date, time and location