The first workshop I attended as a newly minted supervisor in Chicago was called Facilitation for Results - really it was about leading meetings - how to make them effective and avoid many of the typical challenges experienced in meetings
Before the meeting
Be clear in your own head that a meeting is necessary: would an email to the group suffice? If you don't need a meeting, don't have one!
Always have an agenda. Publish this ahead of time and be clear about the result you want: a prioritized list of options, make a decision on a topic etc.
Ensure you are clear on the topics to discuss and how you want to discuss. Amazon famously makes everyone read the briefing document in the meeting and then discusses to ensure everyone is on the same page! Or do you want time to brainstorm ideas and then discuss?
Make sure you have allowed sufficient time for the type of meeting you are planning
List the people who need to be at the meeting: Decision makers, subject matter experts, key opinion leaders / stakeholders. Get the mix right. IF it's a decision meeting make sure the people in the room can make a decision!
Set a time and place. Book a room or set up the virtual space - taking time to check everyone's calendar (this is often visible in Outlook or other calendar apps.)
Communicate roles - who will be your time keeper? Who will take notes?
Communicate all of the above before the meeting
At the meeting
Restate the purpose and desired outcome(s)
Take the time to restate the agenda as often changes occur between sending it out and the meeting
State the ground rules for participation (one conversation at a time, not talking over one another etc.) Or you can develop ground rules together
At meetings' end, summarize the discussion and have the note taker reiterate action items and who is responsible for each by when
After the meeting
Make sure the notes are sent out to the group with actions, deliverables and due by times / date clearly listed
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