Efficient & Effective Meetings

Making the most of people’s valuable time through thoughtfully planned and
well-organized meetings.

Meetings can be a practical way of communicating and collaborating, helping us to

share information, align on direction, solve problems, and generate action plans.

To ensure meetings are efficient and effective, hosts should first consider alternative
ways to achieve the desired outcome. If a meeting is required, proper planning and
organization will ensure optimal results for all involved.

Recommendations for the Meeting Host:

Before the meeting:

· Consider alternative ways to achieve results
· If a meeting is needed, clarify the purpose and outcome
· Create an agenda
· Select only the attendees required

During the meeting:

· Follow the agenda
· Take notes – include a “parking lot” for off-topic points
· Be inclusive to ensure everyone has an opportunity to participate
· Capture clear next steps, including who, what, and when

After the meeting:

· Send notes to share results and follow-up tasks with all stakeholders

Recommendations for the Meeting Participants:

Before the meeting:

· Consider whether or not you should attend
· Prepare ahead

During the meeting:

· Participate
· Stay on topic and on track

After the meeting:

· Follow through on tasks and provide critical updates

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