FIRST ASK YOURSELF:
‘IS THIS MEETING NECESSARY?’
FIRST ASK YOURSELF:
‘IS THIS MEETING NECESSARY?’
Only call a meeting if:
You have a clear purpose/goal
Collaboration and open discussion are essential to achieving your goals
You need to discuss complex or sensitive information
If you answered 'No', STOP!
Use social technologies, instant messaging, or a quick phone call with the right individual(s) instead.
BEFORE THE MEETING
- Check your invite list: Is everyone there for a reason?
- Create and share an agenda: Am I giving people what they need to come prepared?
- Schedule the appropriate amount of time: Is my meeting the right length? Can it be shorter?
- Get in the right mindset: Am I prepared, focused, and ready to be an engaged host/participant?
DURING THE MEETING
- Start checking in with everyone: Greet everyone and set a positive tone; we do not know the challenges each other may be facing; find out if everyone is ready to start
- Encourage participation: Am I actively facilitating the discussion toward the meeting goal/purpose?
- Stick to the agenda: Am I steering off-topic conversations back on track? Manage participants who wants to change the agenda (suggest another call for other topics)
- Run an inclusive meeting: Am I giving everyone a chance to participate equally?
AFTER THE MEETING
- Send highlights, action items & recordings: Does everyone have the information they need to take action. Consider sharing the automatically generated chat files or the audio-to-text generated files.
- Gather feedback/contributions: Did I hear from those who weren't at the meeting or didn't say much?
- Evaluate & improve your meeting experience: Was my meeting effective, efficient, and useful?
