63 Planning and Facilitating Effective Meetings (5.2.1)

Meetings are a regular part of most workplaces. Whether formal or informal, in person or virtual, a well-run meeting can help teams share ideas, solve problems, and make decisions efficiently. Poorly planned meetings, on the other hand, can waste time and leave people frustrated.

This section outlines best practices for both informal and formal meetings to help you lead or participate in a way that supports productive outcomes and respectful team communication.

Best Practices for Informal Meetings

Informal meetings are usually more relaxed, but they still benefit from some structure and planning. The following best practices can help make informal meetings more productive:

• Have a clear purpose and direction. Even though informal meetings are flexible, it is still essential to know the reason for the meeting and what you hope to achieve. Flexibility in the agenda can support more creative and open discussions.

• Create an open environment. Encourage all participants to share their ideas and opinions without fear of judgment. A respectful and welcoming atmosphere helps everyone feel included.

• Summarize the discussion and agree on next steps. At the end of the meeting, briefly review the main points and confirm what actions will follow. A quick follow-up message or email can help keep things on track.

• Choose a location that fits the meeting’s purpose. Informal settings like coffee shops or break rooms can encourage relaxed and creative conversations.

Best Practices for Formal Meetings

Formal meetings are usually more structured and may involve more participants. Whether the meeting is large or small, good planning and facilitation help ensure success. The following tips support effective formal meetings:

• Define the purpose and goals. Before the meeting begins, clearly identify what the meeting is about and what you want to achieve. This helps everyone stay focused.

• Create and share an agenda. Sending the agenda beforehand gives participants a clear idea of what will be discussed and helps them prepare.

• Start and end on time. Respect everyone’s time by beginning and finishing as scheduled. Assign time slots to each agenda item to keep the meeting on track.

• Assign roles. Appoint a facilitator to guide the meeting, a timekeeper to monitor timing, and a note-taker to record key points.

• Record and share minutes. Write down important decisions, action items, and next steps. Share the meeting notes soon after the meeting so everyone knows what was decided and what to do next.

References

References are at the end of this chapter.