Slideshow: How to Make Meetings More Productive

1. Have a good reason to meet

If you need to involve the group in solving a problem, making a decision, or sharing concerns, call a meeting. But if you just need to update the group on a minor matter, send an email.

2. Invite the right people

Those who have a need to know, have relevant information to share, or will be affected by the decision may need to be included. Limit attendees to 12 if possible, or the discussion can become unwieldy.

3. Have an agenda

What do you want to accomplish with the meeting? Make sure the agenda is clear and in writing. If you have multiple agenda items, prioritize them and only allow the number of items that can be covered in the allotted time.

4. Make it comfortable

Room temperature, lighting, sound, and seating comfort can make or break a meeting, so get them right. Also consider whether food and drinks are needed.

5. Stay on track

Don't let an informational meeting turn into a brainstorming session, and don't lecture a group if you want their participation and input. Redirect the conversation as needed, including tactfully dealing with those who talk too much — or too little.

6. Follow through

As you address each item on your agenda, determine who is responsible for implementing the decision and set an appropriate deadline for completion. This information should also be highlighted in the meeting’s minutes.

7. Start and end on time

This is respectful to those who have made the effort to attend, demonstrates that you value their time, and ensures attendees aren’t late to their next appointment.