Dos and Don’ts

 
Do specify the start and end time of the
meeting in your agenda. Since everybody
tends to value their own time, they will
appreciate you letting them know how
long the meeting is expected to last.
Do set an approximate time limit for the
discussion of each agenda item and specify
this time in parenthesis. Some slight
amendments may be made, but generally,
you should stick to the allotted time
Do limit the agenda items to being
presented within an hour or a bit more.
This way, you save others’ time. Besides, it
is a common idea to leave some topics for
the next meeting
.
Don’t improvise during the meeting. Try
to stick to the agenda. Avoid skipping
from one point to another, adding new
agenda items, or excessively extending or
shortening the time needed to discuss
each of the agenda items.
Don’t use up all the time and don’t own
the meeting. Let other people talk, express
their thoughts, and share ideas.
Don’t include people who are out of topic
into the meeting. Instead, make sure to
invite people whose expertise is in the
subjects addressed in the agenda
Don’t wait until the last moment to
prepare an agenda for a meeting.
Do include supporting documentation for
agenda items when needed. This way, you
will be sure all attendees have what is
necessary to constructively participate in
the meeting and to not have to catch up
with the information in process.
Don’t try to cram all the issues that must
be solved into one meeting. Instead,
concentrate only on those problems that
require immediate actions or which are
the most urgent

Do distribute your meeting agenda to

participants at least two weeks prior to the
meeting in order for them to have enough
time to prepare or come up with
suggestions.