Effective meeting management prevents headaches. A meeting thag accomplishes nothing? We’ve all been there. A meeting with no plan goes on forever and accomplishes nothing. Why was it called? Who has to do what? Check out these tips and templates for meeting planning, consensus and follow-up to ensure your meeting gets results.
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1. Meeting Preparation
Tips:
- Define clear deliverables for the meeting — what decisions or outcomes must happen?
- Share the purpose and value of the meeting upfront with attendees.
- Keep meetings focused and short; avoid “meeting overload.”
- Invite only essential participants who are needed for decisions or input.
- Draft a timed agenda with time allocations for each topic.
- Assign a skilled facilitator to keep things moving.
Template: Meeting Preparation Checklist
| Step | Done (✓) | Notes |
|---|---|---|
| Define meeting deliverables | ||
| Identify essential attendees | ||
| Draft detailed timed agenda | List agenda items & times | |
| Assign facilitator | Name and role | |
| Send pre-meeting materials | Reports, previous minutes | |
| Clarify participant roles | Presenter, note-taker, etc. |
2. Facilitation
Tips:
- Facilitator should:
- Keep to the timed agenda.
- Politely manage dominant speakers.
- Address conflicts calmly and redirect as needed.
- Have backup plans for unexpected issues.
- Chair/facilitator should start with meeting ground rules and expectations.
Template: Facilitator’s Meeting Guide
- Welcome and housekeeping (reminders on mute, breaks, etc.)
- Review agenda & objectives.
- State ground rules:
- One speaker at a time.
- Stay on topic.
- Respect different opinions.
- Time check reminders (e.g., “5 minutes left for this topic”).
- Manage side conversations or disruptions.
- Summarize decisions before moving on.
3. Committee Meeting Tips
- Begin with a review of the committee mandate and last meeting’s action items.
- Stick to agenda time frames.
- End with clearly assigned next steps and deadlines.
- Keep minutes concise but actionable.
4. Board Meeting Tips
- Chair leads meeting, supported by Executive Director/CEO as needed.
- Use timed agenda with key decision points highlighted.
- Circulate reports in advance.
- Use discreet cues to keep discussion on track.
- Allocate time for strategic discussion vs. routine reports.
5. AGM Tips
- Use a fully scripted agenda for consistency and legal compliance.
- Provide clear, concise information before motions.
- If surprise motions occur, defer voting until members have proper info.
- Manage member questions politely but firmly.
- Encourage respectful debate but avoid derailment.
6. Post-Meeting Follow-Up
Tips:
- Send meeting minutes promptly, highlighting decisions and assigned tasks.
- Request feedback on meeting effectiveness.
- Follow up individually with dissenters or key stakeholders.
- Remind participants of deadlines or upcoming meetings.
Template: Post-Meeting Email
Subject: [Meeting Name] Summary & Next Steps
Dear [Participants],
Thank you for your participation in [Meeting Name] on [Date].
Key decisions made:
- [Decision 1]
- [Decision 2]
Action items:
| Task | Responsible Person | Due Date |
|---|---|---|
| [Task 1] | [Name] | [Date] |
| [Task 2] | [Name] | [Date] |
Please let me know if you have any questions or concerns.
Best regards,
[Your Name]
7. Additional Tips
- Use visual aids (sticky notes, slides) to keep agenda visible.
- Limit long monologues; break discussions into smaller chunks.
- Be mindful of tone—maintain professionalism and warmth.
- For virtual meetings: mute all except the speaker; use chat for questions.