Ask yourself if a meeting is required.

If the answer is no, don't have a meeting. A good rule of thumb is that if the required output from the meeting could be accomplished via another method (e.g., an email, memo, or quick phone call), then don't have a meeting. If you're unsure whether or not a meeting is required, ask yourself the following questions:

  • What is the purpose of the meeting?

  • What decisions need to be made?

  • What information needs to be exchanged?

  • Are all of the necessary people available and willing to attend?

  • Is there a better way to accomplish the meeting's objectives?

If you answered "no" to any of the above question, likely, a meeting is not required.

If a meeting is required, there are a few things you can do to ensure its success:

  • Set a clear purpose for the meeting. Every meeting should have a specific purpose. Without a clear purpose, meetings tend to meander and accomplish little.

  • Send a meeting agenda in advance. A meeting agenda should be sent to all attendees at least 24 hours before the meeting. The agenda should list all items that will be discussed during the meeting and who is responsible for each item.

  • Start and end on time. It's important to start and end meetings on time. Not only does this show respect for everyone's time, but it also helps to keep the meeting focused and on track.

  • Keep the meeting focused. Once the meeting starts, stick to the agenda. If someone begins to stray off topic, politely redirect them back to the matter at hand.

  • Assign action items. At the end of the meeting, be sure to assign action items to specific individuals. This will help to ensure that tasks are completed and avoid confusion about who is responsible for what.

  • Follow up with meeting minutes. A meeting minutes should be sent to all attendees within 24 hours of the meeting. The minutes should include a summary of all decisions made, as well as any action items that were assigned.

By following these simple tips, you can ensure that your meetings are productive and successful.

Keywords: meetings, productivity, success, agenda, action items, minutes.