Meeting Guidelines
1) Start on time.
2) Follow an agenda with clear outcomes.
3) Be prepared.
4) Involve the entire team.
5) Ensure all participants hear.
(Esp. during Teleconferences)
6) One person talks at a time.
7) Pagers, cell phones, and pagers silent.
8) Stay focused, avoiding tangents.
9) Have fun, keeping it professional.
10) Summarize meeting and actions.
11) Assess how well outcomes were met.
12) End on time.
13) Leave meeting area clean.
14) Send out meeting minutes, action items,
and outcomes assessment in a timely fashion.
Producing Effective Meetings (performance criteria)
1) Engaging-Facilitate meeting to engage positive emotions—enjoyable, motivating, energizing, etc.
2) Learning centric-Produce embedded learning that aligns with meeting outcomes.
3) Outcomes-Create meeting outcomes that align with long-term outcomes.
4) Effective -Continually identify and reduce waste by focusing on outcomes and process.
5) Participation-Facilitate balanced contribution by each meeting participant.
6) Organization- Arrange resources (times, knowledge, documentation, etc.) in a systematic or coher-ent way, especially on a large scale or in a holistic way.
7) Planning-Plan the meeting in advance. During meeting, monitor & adjust plan as needed. After meeting, complete action items & adjust long term plan as needed.
8) Communication-Make concise, meaningful, and engaging presentations. Enrich presentations with active listening & purposeful dialogue.
9) Roles/expectation-Create roles, expectations for performance, and execute.
10) Documentation-Document in real time; archive the documentation; disseminate.
Process for an Effective Meeting
Meeting Planning (before the meeting takes place)
1) define meeting outcomes; make sure outcomes are S.M.A.R.T. (Specific, Measurable, Attainable, Results not methods, Time bound)
2) create a meeting plan (agenda) that will lead to meeting outcomes
3) disseminate key information (outcomes, plan, key resources, location, time, etc) to participants at least 24 hours in advance.
Meeting Execution
1) dialogue to ensure shared understanding of the outcomes & the plan (agenda); adjust as needed
2) execute the agenda, adjusting in real time as needed; document as you go
3) inventory next task, assign owners and deadlines to tasks, update the project plan (typically a WBS=work breakdown structure)
4) apply assessment to produce learning
Meeting Follow Up (after meeting-complete within 24 hrs)
1) complete meeting documentation; archive in project/organization documentation system.
2) disseminate documentation to key stakeholders.
*Content condensed from the "Resources" page of the University of Idaho Senior Design website:
http://seniordesign.engr.uidaho.edu/resource/course_resource.htm
