So You're Leading a Meeting?

So You're Leading a Meeting?

By Dianna Booher

You have attended scores of them, probably a few this week. And for some reason, the thought of sitting in on another one leaves you nauseated. They're called meetings and they're an integral part of business life.

Actually, they are a pretty good idea. Gather a group of talented people, pool their resources and expertise, hash out some issues, devise a game plan, and everyone is the better for it.

Unfortunately, not all meetings follow that agenda. Instead, busy people with complicated schedules reluctantly congregate to vent their frustrations, complicate matters, and pontificate pet peeves. And everyone ends up with more work.

Meetings are here to stay, and sooner or later, you'll likely be asked to lead one. Understand the basics of how to conduct a meeting and you'll be known as one who gets things done; neglect these basics and you'll only waste everyone's time.

Meet for the right reason. When you call a meeting, know the reason.

Skip the meeting if you have nothing special to discuss, if you don't need others' input, if you have already made up your mind about a course of action, or if getting others involved would only complicate your plan.

Do call a meeting if you need to present information to a lot of people quickly and you don't want to write it, if you want input from others on your idea, if you want to gain "buy in" from the team, or if you want to motivate and energize the team about an idea.

Purposeful meetings resolve issues, galvanize support, and prepare others for action. Set an agenda. Some people think that agendas lend too much structure to a meeting, that people can't be spontaneous, or that the atmosphere will be too formal. That's like saying if you plan for a vacation by packing the right clothes, arranging for transportation, and deciding on a destination that you can't relax and be spontaneous along the way.

Agendas are merely road maps that lead you to your destination. Use them or get lost. When leading a meeting, set an agenda and stick to it. Use active verbs, summarize in a sentence the issue at hand, and let the group know what you expect on each issue "for discussion only," "to collect data," or "for decision."

Whether you follow the agenda or take an occasional detour, having an agenda will give others the peace of mind that the meeting is going somewhere.

Stay out in front if you intend to lead. Nothing frustrates and turns off meeting attendees more than having a leader who doesn't take control. State your role at the beginning and what authority the group will have.

Do you intend simply to facilitate the discussion or tell them how you will discuss each idea and come to decisions? Are you going to keep the discussion moving or abdicate that responsibility to others randomly?

Are you going to be a silent observer or do you plan to throw in your two cents worth?

Read the entire article.

Want to teach your students how to give a great presentation?

Check out the How to Give a Presentation Writing Series on SchooDoodle.com!

About the Author: Dianna Booher, CPS, is CEO of Booher Consultants, a Dallas-based communications consulting firm that offers training in effective writing, oral presentations, interpersonal skills, and customer service communications. She is a keynote speaker and has written over 37 books, including Communicate with Confidence! [McGraw-Hill]. To bring Dianna’s expertise to your group, contact the FrogPond at 800.704.FROG