Elements to an Effective Meeting
- Location (both real and virtual): Visit your space prior to the meeting. Is it suitable for the group and the task, and is it reasonably accessible to all?
- Time: Is it convenient? How far in advance do members need to be notified of the meeting? Is the time allotted sufficient for what needs to be done? It is better to finish early than run out of time.
- Purpose and task: Does everyone know why the meeting is being held, and do they understand the importance?
- Group composition: Are the right people in the room, on the screen, or on the call? What constitutes the right group for the task this meeting is supposed to accomplish?
- Value: Do all participants feel their time and effort are being well spent?
- Authority: Is there clarity about who is in charge and how decisions will be made?
- Roles: Do members understand what they are expected to do?
- Accountability: Is there an understanding of the product (if any) to be delivered and by whom? Is there adequate interim communication with the decision-makers the group is supposed to serve?
- Guidance: Have you sought the guidance you need to make sure that the group’s efforts accord with the expectations of key external stakeholders?
- Resources: Does the group have the information, funds, equipment (e.g., audio visual) it needs to accomplish its purpose in each meeting and in the broader task?
- Harmony: Is there sufficient sense of common purpose and compatibility among group members to reach agreement and take action?