Effective Meetings March 1, 2011 University Libraries

Effective Meetings  According to the National Statistics Council, an average of 37% of employee time is spent in meetings.  During an average meeting, agenda items are covered in only 53% of the scheduled time… From: 4/vol4_issue6.html

Types of meetings Informational, Brainstorming, Problem Solving…

Types of meetings Examples of meetings in the Libraries Informational? Problem solving? Brainstorming?

Steps to effective meetings Establish meeting guidelines. Determine the meeting purpose Ask the question: Do we need to have a meeting? Who needs to participate?

Steps to effective meetings Select the meeting place Consider any needed equipment Develop an agenda Share the agenda

Ways to improve your meetings Have an agenda and use it Have agreed upon ground rules for behavior – and use them Use wall notes for “group memory” Accommodate different learning styles and communication styles

Ways to improve your meetings Start on time Know how decisions will be made “Go slow to go fast” Stay on target Document agreements Evaluate

Roles and Responsibilities Group members Chair Secretary (sometimes called Recorder) Group memory

Minutes  Attendance  Date  Record decisions  Action Items  Prompt distribution

Summary: Basics of Effective Meetings Meetings should have a purpose Meeting should begin on time Few meetings should last longer than one hour Chairs -- develop and share agenda prior to the meeting Prepare for meeting ahead of time