We’ve all left a meeting feeling frustrated—maybe it was unorganized, too long, or could have been discussed over an email. Meetings are important for many reasons and as Zingerman’s says: “The real issue isn’t how many meetings you have, but whether those meetings are effective.” So, how can you run a great meeting?

Let attendees know the purpose: Document the purpose and prepare an agenda, using email or paper to get the word out. If there’s a proposal involved, be sure to send it out ahead, too.

Be timely and prepared: The leader should arrive early and make sure the room (or Zoom meeting) is ready. Attendees should be seated and ready when the meeting is called to order. A note taker should be set up ahead of time and specific to-do items are to be assigned, so people leave knowing what is expected of them.

Set technology expectations: Be clear about technology etiquette. If it’s an in-person meeting, are open laptops or cell phone use permitted? If it’s virtual, does video need to be turned on?

Listen: Practice active listening and give coworkers the respect of really listening when they speak. Only one person should be speaking at a time—no side conversations.

Set up a protocol: If the meeting needs to be cancelled or rescheduled, those affected should be notified in advance. It’s the responsibility of the person who needs to change the meeting to contact all parties for agreement on a new time.

Appreciate: Great meetings end with appreciations. Appreciations are a way to publicly thank others. Voicing an appreciation can be completely voluntary, but allowing time on the agenda for appreciations is not.

These are steps that Zingerman’s has created, but you may need to modify them to create a system that works for your organization. Learn more: zingtrain.com/blog/zingermans-6-steps-torunning-a-great-meeting

This article was published in the Venango Chamber’s March 2021 VenangoWorks! Newsletter.