Meeting Leadership

Manage meeting effectively

Meeting Leader is...

The meeting leader is the employee who is responsible for planning, organizing, managing the details about meeting, and inviting the participants to a meeting. Then, the meeting leader is the employee who is in charge of and responsible for the progress of the actual meeting.

The meeting leader is responsible for:

  • Make an agenda
  • Invites participants and distributes assignments and pre-work allowing as much time as possible so participants come prepared to the meeting.
  • Ensures that the meeting has a minute taker
  • Arrives early and leads the meeting by keeping it on task, on track, and involving all participants so each feels that their presence was essential at the meeting.
  • The leader has the responsibility to correct the behavior during the meeting. A meeting participant who monopolizes the meeting with his or her opinions or criticizes other members for theirs, must be corrected before the individual sabotages the meeting’s success.

Some of our meeting leaders for 2014:

Manage meetings effectively

  • Knowing the meeting's goals and target attendees This helps you create agendas that support the goal and keep the meeting on track.

  • Knowing the tools needed Are there materials to pass out? Are audio or visual aids needed? Should attendees bring portable computers? Will it be an online meeting or a phone conference? Knowing and providing the answers to these questions help ensure that the meeting moves forward smoothly.

  • Taking minutes Make sure someone will take meeting minutes (minutes taker)

  • Using a checklist. Develop a general meeting organization checklist that you can run through or hand off to an aide if you are unavailable.

  • Planning ahead and giving notice Give your meeting attendees adequate notice and time to prepare documents, presentations, slides, videos, reports, and other materials before the meeting.

  • Soliciting agenda items in advance You can be more organized and run smoother meetings when the agenda is known in advance. Presenters and others have time to prepare, and other attendees know what to expect and what to bring if special equipment is required.

  • Knowing your attendees Keep the attendees in mind, and plan around their quirks or habits. Your goal is getting everyone on the same page quickly and efficiently. Planning for attendees who always run late or slow the meeting down by asking a lot of questions allows you to anticipate these potential derailments and avoid them before they happen.

Time management tips:

  • Set time limits and time zone

  • Keep meeting on the track

  • Ensure participant understands your questions and his/her answer is clear, short (dot pointed) and relevant

  • Use redirection in difficult situations: "It is a great idea (good point), we can talk about it more detailed after meeting"