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How can I make the meeting more productive?

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Now that you�ve decided to meet, you likely have established the topic of the meeting. But what is the purpose of your meeting? Start planning the meeting by determining what you want to get out of the meeting. For example, do you simply want to brainstorm ideas? Are you looking to impart information only? Are you hoping to come up with a solution and all the steps to implementation? Make it clear from the get-go, when you invite participants to the meeting, what you intend to get out of the meeting. This will allow participants to come prepared.

Next, set ground rules for participation. Many sources, online and in print, offer suggested ground rules to make meetings flow more smoothly and professionally. For example, you might say that participants can only speak one at a time, not over each other or interrupting each other. Or that you�ll talk about the pros of an idea first, and address the cons at a later time to keep the meeting on track. Whatever rules you decide, make sure everyone understands them ahead of time. Then, it�s the facilitator�s job to ensure that everyone follows the rules.

Another tip to making the meeting successful: Dole out materials, information, or advance brainstorming ideas via e-mail before the meeting so participants come better prepared. And give enough notice that people can clear their schedules, making time for the meeting. And make it clear whether attendance is optional, or mandatory.

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