The document provides guidance for conducting effective meetings. It recommends notifying participants at least two weeks in advance both verbally and in writing. A planning checklist should be created that includes details like the date, time, participants, and goals. Only those who can actively contribute to the topic should participate. The meeting should have an agenda, time limits, stated purpose, and seating so all can see each other. All participants should be involved in discussions facilitated by a chair. Minutes should be recorded and time kept to stay on schedule. The goal and notes should be reviewed at the end and improvements discussed for future meetings.

1. The Perfect Meeting
By Amanda Rasch

2. Notification of meeting
All those included in the meeting should be
provided with ample (at least two weeks)
advanced notice in writing AS WELL AS orally.
The face-to-face, or at least voice-to-voice,
contact will help all those included to remember
the meeting.
Written notice will aid participants in reminding
them the time, location, or reason for meeting.

3. Preparing for the meeting
Create a planning checklist
“The planning sheet should include general
planning points such as date, start and
anticipated end time, participants, and goals”
(Dettmer, 2013, p. 162).
“Checklists designed to set forth preparations for
the room and to note participant needs also will
be helpful” (Dettmer, 2013, p. 162).

4. Participants
Participants should be those that can actively
contribute to the problem or topic at hand.
Avoid involving those that cannot contribute.
Ensure those that are closest to the topic are able
to attend.

5. During the meeting
An agenda should be established and visible,
either by handout or display.
There should be a set time for the meeting in
order to ensure efficiency.
The reason for the meeting should be stated,
both at the beginning of the meeting, and
reviewed upon conclusion.
Everyone should be arranged in such a way that
they can see each other during conversation.

6. During the meeting
(continued)
All participants should be involved. Their
opinions, understandings, and experiences
should be heard.
There should be a chair to run the meeting. The
chair will need to ensure the meeting stays on
topic.
There should be a recorder to keep minutes.
There should be a time keeper to keep everyone
on schedule.

7. Meeting wrap-up
The goal of the meeting should be restated and
all included should be able to state how this goal
has been met.
All participants should be able to review notes
from the meeting and sign off/agree that they
represent the meeting fairly.
The last five minutes should be reserved to
assess how the meeting went and what could be
improved upon next time (if need be).

8. Resources
Dettmer, P., Knackendoffel, A., & Thurston, L.
(2013). Collaboration, Consultation, and
Teamwork: For Students with Special Needs (7th
edition). Upper Saddle River, NJ: Pearson
Education Inc.