- At appropriate moments during the meeting summarize the
discussion, express views on where the committee has got to
and outline your perception of the interim or final decision
that has been made. Then check that the meeting agrees,
amending the conclusion as necessary, and ensure that the
decision is recorded exactly as made. - Summarize what has been achieved at the end of the
meeting, indicating who has to do what by when. - If a further meeting is needed, agree the purpose of the
meeting and what has to be done by those present before it
takes place.
Remember that meetings can run in phases. For example, they
start with an explanation, continue with a discussion of pros and
cons, run into a sidetrack and have to be brought into line,
generate more heat than light because of contending points of
view, and eventually reach a point where you realize a decision
has to be taken.
If you are chairing a meeting you may have to change your
style accordingly. You may have to be decisive in bringing people
to the point or business to a close, relaxed if you want to allow
the discussion to keep going, or persuasive in order to draw
people into the discussion.
MEMBERS
If you are a member of a meeting you should:
- Prepare thoroughly – have all the facts at your fingertips,
with any supporting data you need. - Make your points clearly, succinctly and positively – try to
resist the temptation of talking too much. - Remain silent if you have nothing to say.
- Keep your powder dry if you are not leading the discussion
or if it is a subject you are not knowledgeable about. Listen,
observe and save your arguments until you can make a
really telling point. Don’t plunge in too quickly or compre-
hensively – there may be other compelling arguments. - If you are not too sure of your ground, avoid making
statements such as ‘I think we must do this’. Instead, pose a
How to Run and Participate in Effective Meetings 219