How to manage meetings

Meetings: What is My Role?

Every professional who conducts or chairs any meeting or attends any meeting as a participant of the meeting should ask himself:

Which meetings or what types of meetings do I attend?
What is my role in the meetings? Chairman of the meeting, facilitator, participant, supplier, customer, consultant, expert or any other?
What can be my contributions? To achieve what objectives?
How can I bring about improvements in managing and conducting the meetings?
Do have I some specific ideas of improvement and can I implement them?
Do I possess necessary skills/competencies in managing and conducting the meetings and can I improve upon them?
How can I make the meetings- their process and results more effective?
Can the meetings be made more interesting and bit of fun?
Critical Questions Prior To Meetings
Before managing, arranging, conducting or attending any meeting find the answers to the following critical questions:

Why meeting?
What is the subject matter/agenda?
Who are attending the meeting?
When is the meeting?
Where will the meeting take place/venue?
Where to: expected outcomes/results of the meeting?
Also answer one more question: Is the meeting really necessary? what will happen if it does not take place?
Planning a Meeting

Agenda preparation
Agenda to be brief
Duration of meeting
Time allocation for each agenda item
Decision on names of participants
Date and time of meeting
Venue of meeting
Communication about meeting to all the participants
Role of the Chairman (or Facilitator) of the Meeting

Welcoming the participants
Communicating the purpose of meeting
Managing agenda and agenda items
Managing participants
Controlling difficult participants
Equitable treatment to participants
Motivating the participants for contribution
Appreciating the participants for good ideas
Clarifying
Summarizing
Managing time
Making sure that documentations/minutes are being recorded
Role of the Participants

Come prepared for meeting
Be punctual
Be enthusiastic and show it
Take active part
Contribute by sharing information, ideas and solutions
Contribute to the process of meeting
Do speak and take your chance to speak
Listen attentively
Appreciate other participants for their contribution
Be flexible about the acceptance of outcomes if you are convinced
Accept your role as an implementer of the decisions arrived at in the meeting wherever required
Types of Meetings

Statutory
Formal
Informal
Business
Team Building
Physically together
Video conferencing
Skills/Competencies Required for Conducting Effective Meetings

Planning
Organizing people
Communication
Assertiveness
Time management
Motivation
Leadership
Controlling

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