Organizing Successful Meetings

Many persons come to a meeting without having any idea the set of activities that occurred to make that meeting possible and successful. Some participants are quick to criticize a meeting for not being as successful as expected. All criticisms – No solutions.

In an organization, the leader of the company, group, department or unit is expected to preside over the meeting. Interestingly, the chairperson of the meeting hardly organizes the meeting. So whose responsibility is it to organize the meeting and what is expected of the person? In a meeting, persons come to communicate information, vision, idea; or deliberate issues and make resolutions; so putting the art of communication into effect is key to successful meetings.

Statutorily, the secretary of the organization, group or body handles the organizing of the meeting. Other officials may also be given the responsibility of organizing a meeting. These officials may include the Publicity Officer, Provost or whoever shows character and responsibility to get the job done. In some special cases, Events Managers are recruited to organize meetings for an organisation. Basically, the goal of whoever is responsible for organizing the meeting is to ensure the meeting is a success.

The secretary is usually expected to send out the minutes of the last meeting in preparation for the next meeting. The secretary is undoubtedly the keeper of the information of the meeting; in regards to date and time in which the next meeting is adjourned to. In most cases, the secretary sends out reminder for the next meeting. This is why the secretary is partly (if not solely) responsible for organizing the meeting. Asides convening the meeting there are huge roles to play by every participant at the meeting, especially the chairperson of the meeting. 

Below are few checklists that may serve as guide to anyone who assumes the responsibility of managing successful meetings:

 (1) Preparing for the meeting

This is often the role of the Chairperson and the secretary. They confirm how convenient is the time and place set for the meeting. The possibility of getting enough participants (if not all) to attend the meeting is important. Once the date and time has been concluded the following issues below is also cleared.

(i) Determine meeting’s objective

(ii) Work out agenda that will achieve the objective

(iii) Select participants

(iv) Determine location and reserve the room

(v) Arrange for light refreshments, if appropriate

(vi) Check lighting, ventilation, temperature and acoustics of the room

(vii) Determine seating needs – chairs, tables etc and seating arrangements

(viii) Send out meeting invitation to participants and ensure you receive feedback to ascertain availability and interest.

(ix) Prepare for adequate availability of data or call time to power online meeting.

(x) Ensure that alternate source of power is prepared for if you are in a location where power supply is not regular.

(xi) Send periodic reminders to participants before the meeting day and time to ensure that participants are prepared and attend the meeting.

 (xii) Arrange for a couple of quiet environments in case your location gets disrupted during an online meeting.

 (2) Conducting the meeting

It is primarily the role of the chairperson or sometimes the convener of the meeting to preside over the meeting. Conducting a meeting demands the ability to manage information, people and time. In a situation where the chairperson is unavailable, the Secretary or any other officer may step in to preside over the meeting.

In order to conduct or organize a successful meeting, we can apply the following guides.

(i) Begin and end the meeting on time

(ii) Control the meeting by following the announced agenda

(iii) Give time for participants to go through the agenda and minutes of the meeting, possibly moments before the meeting.

(iv) Remind members of the meeting guidelines (where available) to ensure discipline and concentration

(v) Encourage full participation from members

(vi) Sum up discussions, actions and recommendations while moving through the agenda. Restate the main points at the end.

(vii) Ensure to coonfirm action points and tasks to participants by the end of the meeting.

(viii) Appreciate participants for attending the meeting and making it a success.

(3) Following up implementation  

The success of meeting is hinged on the participants executing the agreed action points after the meeting has long ended. The failure to execute the action points may affect the next meeting and progress of the group. The respective participants may avoid the next meeting and sets the members back. It is therefore the important for the chairperson to follow up on the implementation of action points agreed upon.

Similarly, this can be effected by ensuring that the secretary sends out the minutes of the meetings on time and elicit the response of members. This ensures that they read and remember what was carried at the meeting. Points to note include:

(i) Distribute notes or minutes of the meeting on time

(ii) Request for participants to go through the minutes and make corrections

(iii) Remind them of the follow up actions agreed upon.

(iv) request for report on action points before the schedule for the next meeting.

The guideline itemized above could be very helpful for both business and social meetings. Where more that two or more persons come around to pursue respective and collective interest, the meeting is expected to attract some degree of seriousness. Consequently, careful preparation must be done to ensure that there is value for time shared and a successful meeting attained.

Speechless was here!