1. Map for Effective Meetings
PLANNING THE MEETING
1. WHY are you meeting? Purpose
2. WHAT do you want to achieve by end of meeting? Goal(s)
3. WHO needs to be there?
HOW will you achieve purpose/goal(s)?
(Process group will use to achieve goal(s) I.E. brainstorming, voting, etc.)
5. LOGISTICS – Meeting: notification, location, food,
translation, childcare, parking, transportation,
materials, set-up, break-down)
DEVELOPING MEETING AGENDA
- Set overall and specific meeting goals
- Welcome/Introductions
- Is an icebreaker needed or something else?
- Prioritize items considering deadlines, goals, etc.
- Set time limits for agenda items
- Assign meeting roles and responsibilities
* Facilitator
* Note Taker
* Time Keeper
- Announcements
- Evaluation
- Closing – end meeting with the same way it was started –
with a sense of gathering
FACILITATING THE MEETING
- Start on time
- Review the agenda
- Agree on ground rules and processes
- Follow the agenda and document decisions
- End on time
NEXT STEPS
Evaluate the outcomes against the meeting goals
Distribute meeting notes, including decisions & action
items
- Determine who will set agenda for next meeting