Successful meetings use structure. Procedures and structure help groups perform significantly better in meetings. Meeting structures are the solid foundation upon which effective meetings are built. Below is a list of some of the important structures that make a successful meeting.
Meeting format elements. successful meetings have a format. Knowing what will be happening in the meeting creates a sense of comfort. A format that is the same for every meeting allows the group to quickly take care of critical, mundane business, leaving the majority of the time to work on important agenda items.
Part 1: Meeting Start-up
Part 2: Meeting Body
Part 3: Meeting Wrap-up
Part 4: Follow-up and Preparation for Next Meeting
Sample Meeting Plan. The
following information is a complete example of a meeting plan that
incorporates the points discussed above:
1. Determine Roles and Goals for the meeting
Roles:
Leader: Jane
Recorder: Lisa
Timekeeper: John
Desired Outcomes: problem statement
Information that is needed for the meeting: a brief summary
Who needs to come/How they will help reach goals:
list of attendees
2. Create Meeting Outline and Assign Allotted Times
A. Verify a quorum exists | 1 minute |
B. Introduce guests | 1 minute |
C. Review minutes and follow-up items from last meeting | 4 minutes |
D. Address the problem statement | 25 minutes |
E. Reports | 2 minutes |
F. Draft next meetings agenda | 5 minutes |
G. Summarize decisions and assignments | 1 minute |
H. Critique the meeting | 4 minutes |
3. Prepare a Preliminary Agenda
Date of Meeting: Monday, February 3, 1997
Start Time: 10:30 am
Place of Meeting: Room 22
End Time: 11:15
Total Time: 43
Actual Time:
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