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Posted on Wednesday March 21, 2018

Meeting guidance

Meetings are important for us to generate ideas, make decisions or share information.

Think - is a meeting the best way to do what you want to do? Meetings cost a lot of time and human resources. Don’t hold a meeting if you can do something else instead.

Define - what is the purpose of your meeting and who is the chair? Set an agenda, preferably with timed agenda items and make it clear who is responsible for each item.

Invite - make sure you invite the relevant decision-makers or process owners. Remember you don't need to invite the whole world. Also, understand that people might not attend if other team members are present or if they need to block out time in their calendar for other work.

Follow-up - make sure the outcomes (decisions or actions) of the meeting are clear and that people understand their responsibilities.

A bit of meeting etiquette: these are all common sense things, but sometimes we all slip into bad habits.

  • Be on time and be prepared
  • Let the organiser know if you can’t attend
  • Turn your phone and laptop off (unless you present)
  • Tidy up the room afterwards, removing food/drink debris, wipe down the whiteboard
  • Finish on time
  • Don’t occupy meeting rooms you have not booked