Step 2. Make sure that everyone has a copy of the agenda prior to the meeting. Ask those attending if they want to add things to the agenda prior to the meeting. Then add them to the agenda.
Step 3. Step up the meeting chairs prior to the meeting. If it is a small meeting, have the chairs arranged around the table. Be sure that you sit at the head of the table so that everyone knows that you are in charge. Have a copy of the agenda and other materials like reports, financial information, minutes, etc. at each ones seat. When they come in, you can encourage those attending to review the information before the meeting begins.
Step 4. There is always a tendency for those attending to start chatting with each other. It is normal for those who see each other infrequently to keep up with the latest events in another’s life. So you need to set a business tone for the meeting. When it is time for the meeting, call it to order immediately. Let people know that you mean business and intend to accomplish it. Don’t let those present just keep chatting away. As the leader of the meeting, state, “It is now 7pm and we will start the meeting. The meeting will come to order.”
Step 5. Keep business going forward. Don’t let people get side tracked and get off the subject. If people are just going on and on about a subject and saying nothing new, ask, “Does anyone have something new to say about this subject?” If not, then let’s take a vote.” Then ask for both the ”ayes” and “no” vote. Then announce if the “ayes” have it or the “noes” have it.
Step 6. Be sure that you don’t let another member take the meeting away from you. Know your material, know the order of an agenda, and practice how you conduct the meeting before you come to the meeting. Know what you are to do and then be firm that you do know what you know at the meeting. If you show any weakness or confusion, someone will take it over.
Finally, if you have accomplished your business in an efficient time, those attending will think you are the greatest. They will want to attend another meeting because they know that you are one that gets things done and doesn’t waste their time.
Robert McConnell Productions produces many useful DVD’s and books on this subject. By carefully studying these materials you can conduct a meeting like a pro! If you need help, e-mail us at firstname.lastname@example.org. Other useful web sites are http://parli.com and http://Robertsrulessimplified.com.