1.Six Golden Rules for Meeting Management

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If you are asked to chair a meeting, remember the following six golden rules for meeting management.

1.Always start the meeting on time. If you begin on time, group members who show up late will realize the value of time. Beginning on time reflects[rɪˈflekts] skill as an effective[ɪˈfektɪv] time manager and sets a precedent[ˈpresɪdənt] for others to follow.

2.Assign a note-taker or arrange to have the meeting audiotaped. You may need to refer back to an issue that was discussed during the meeting at a later date. Good record-keeping is a sign of a good meeting manager as well.

3.Learn to listen. So many times we think about what we are going to say and, in the process, block out valid points that other group members may be contributing. Additionally, we often hear only what we want to hear, rather than really listening to other people. Meetings that are characterized by effective listening are successful meetings.

4.Keep the discussion on track. Many times important issues can get sidetracked in a meeting, especially when everyone has a different opinion about the topic. If you anticipate a conflict prior to the meeting, discuss the issue with participants in advance. If an unanticipated conflict develops once the meeting is in progress, either appoint a subcommittee to look into the problem, or ask participants involved in the conflict to meet with you after the meeting. Doing so will help keep the discussion on track and minimize the chances of wasting participants’ valuable time.

5.Give everyone an opportunity to be heard. Some people tend to monopolize meetings, whereas others wait to be asked their opinions. As the leader of the meeting, you need to keep an open mind and make sure everyone feels welcome to contribute and express ideas without criticism.

6.End on time. If you said the meeting would last no longer than one hour, make sure the meeting lasts for only an hour. Meeting participants tend to plan the rest of their day around the time allotted for the meeting. Running late with a meeting makes members tardy for other appointments, increases the chances that members will mentally leave the meeting, and reduces your credibility as an effective meeting manager.