Features of a Successful Meeting

Prepare for an Effective Meeting

Mar 12, 2009
Hanish Babu

Meetings: Seating Should not be Too Comfortable. - Dr.Hanish Babu, MD

There are certain features that all those who are preparing for successful and effective meetings should be aware of.

Any meeting, to be successful, should be planned well ahead. Optimum preparations on the part of the chairperson and members will make the meeting fruitful and successful.

In order to conduct a successful meeting, the chairperson and members should have an elementary knowledge of formal meeting motions and also be aware of the special features which make a meeting effective and successful.

Features of a Successful Meeting

Every meeting should have a purpose. A meeting without a specific goal to meet is doomed even before it has been called to order.
A meeting is conducted with the following objectives: To find facts, get or provide information on certain projects, find solutions to problems, make decisions, prepare a plan of action, initiate the action, divide responsibilities, follow up of actions taken and their results, inspire and organize individuals for and against certain issues, promote products or events, protest against certain issues, receive reports, discuss and take action on them.
Before conducting a meeting, ask yourself: Is this meeting really necessary? In order to assess the necessity of meetings in your organization, try not holding a regular meeting. Did it have any adverse effects on the functioning of the organization? If no, you should review your meeting schedules.
Each meeting should be educative and informative: The members will not be motivated or inspired unless you provide them with some new info during the meeting.
Well conducted meetings compel people to consider and reconsider matters, reanalyze assumptions and prejudices.
Brainstorming sessions conducted properly can provide invaluable ideas that will help the organization plan its activities and fundraising programs. Pooling of these ideas will improve the chances of finding appropriate solutions to specific problems being discussed.
Sticking to formal meeting procedures and using appropriate motions, a chairman can stimulate members to examine different facets of a problem and find acceptable solutions to the group.
One major advantage of meetings is that a group is willing to take more risks compared to individuals alone.
The meeting place should be consistent with the goals of the meeting. The following should be reviewed by the chairman and secretary: parking facilities, refreshments, washrooms, lavatories, cloak room, ventilation, noise disturbances, signs, water and glasses, wastepaper baskets, name plates, pencils, papers , flags, ruler, gong, lectern, laptop, projector (if presentations), sound system and lighting (members should not face glaring lights).
Seating arrangements should not be too comfortable, minimally so. Members should face the chairperson, not each other. An oval seating arrangement with at least 5 feet distance between the members on both sides will be ideal for small group meetings.
Written agenda for scheduled meetings and a verbal one for unscheduled meetings is a must.
Meetings should start on time and end on time.
Socializing and personal comments and attacks should not be allowed during the meeting.

The above features of a successful meeting are pointers which could help the chair conduct the proceedings in an effective manner.