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Meeting Management

or procedure, the effect on that particular group of peo- position of this person should be announced before
ple, and steps to follow. A presentation-style format is the meeting starts.
used, with the presenter serving as the facilitator. At the 5. Limit attendance to those with subject-matter
end, a question-and-answer period usually follows. knowledge who will make valuable contributions
and have decision-making authority.
Quarterly meetings. Quarterly earnings are announced at
6. Ensure the availability of the materials/equipment
these meetings, along with detailed information on the
necessary to run the meeting effectively and that the
financial status of the entire company and progress made
equipment is working. Such materials/equipment
toward strategic and departmental goals. Strategic direc- may include:
tion changes are also communicated. A team of high-level
executives ordinarily preside, using a presentation-style • extra copies of agenda and prework
format.
• overhead projector and/or LCD panel/projector
• easel/flip-chart pads
METHODS OF ACHIEVING
EFFECTIVE MEETINGS • markers, extra pencils
In order for meetings to be successful, careful attention • name tags
must be paid to a myriad of details. Two kinds of details
• extension cords
are the most important: (1) thorough planning of pre-
meeting activities and (2) skillful leadership during the • transparencies
meeting itself. • Light refreshments should be available for people as
they arrive; this creates a good feeling and may con-
Premeeting planning. These steps should be taken before tribute to the success of the meeting.
the meeting starts:
Conducting meetings. Once the meeting is underway,
1. Determine whether a meeting really needs to be
following these guidelines will enhance its effectiveness:
held or whether the objectives could be achieved
through phone calls or written communication. 1. The facilitator should start the meeting on time. If a
2. Prepare an agenda that includes the objective and gavel is used, it should be rapped once to declare
the desired outcome of the meeting. Date, location, order at the beginning and as necessary throughout
time of meeting, and a list of attendees should be the meeting. The facilitator should welcome those
included. A typical agenda includes the following: present and, if appropriate, have them introduce
(a) call the meeting to order; (b) read the minutes of themselves. After some informal remarks, the facili-
the previous meeting for approval, then correct tator should restate the meeting objectives, establish
errors and omissions; (c) hear reports of officers and the ground rules of the meeting, and ask for any
committees; (d) discuss unfinished business; (e) take additions to the agenda.
up new business; (f) adjourn. Announcements and 2. A quorum (usually a majority of the members) is
other business not requiring a vote may come at the ordinarily required to conduct business. If the exis-
beginning or end of the meeting. If possible, the tence of a quorum is questioned, it must be deter-
estimated time for each agenda item should be mined that one exists for the meeting to continue.
listed.
3. The role of the facilitator is to keep the meeting on
3. Distribute the agenda to the participants, providing track, follow the agenda and time schedule, identify
ample time for them to review the agenda/prework and assign tasks, and listen and ask questions. If the
prior to the meeting. Any applicable prework should discussion drifts away from the agenda, the facilita-
be attached to the agenda. Roles should be clear to tor should diplomatically but firmly declare the
the participants: input providers, decision makers, errant remarks “out of order” and return discussion
or both. Persons who will be presenting reports to the agenda.
should be contacted to ensure that they will be 4. Any member recognized by the facilitator may make
ready. a motion. Following a second, the group discusses
4. Determine who will facilitate (preside over) the the motion. When discussion ends, the motion is
meeting. This could be anyone present, not neces- voted on. A majority vote is ordinarily required for a
sarily the highest-level attendee. The roles of facilita- motion to pass. A successful vote approves “immedi-
tor and of note-taker may be rotated. The name and ate action” or “tables” the motion (that is, refers one

510 ENCYCLOPEDIA OF BUSINESS AND FINANCE, SECOND EDITION