Planning Effective Meetings - Three Phases Of Value-Added Meetings
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Three Phases Of Value-Added Meetings
To accomplish valuable work during a meeting, the meeting should follow the three phases that a meeting goes through. These are opening the meeting, accomplishing the primary purpose, and closing the meeting.
By: Shirley Fine Lee
To accomplish valuable work during a meeting, the meeting should follow the three phases that a meeting goes through. These are opening the meeting, accomplishing the primary purpose, and closing the meeting.
By: Shirley Fine Lee
·Opening the meeting includes taking a few minutes to review and agree to the meeting purpose and agenda. This lets everyone know and understand the key objective for the meeting and the time allotments for group action necessary to accomplish the objective. Make sure the agenda is visible throughout the meeting to keep group on track.
·Primary is the actual work time during the meeting. On the agenda, this phase is indicated by items listed with most important item to accomplish first so you are sure it gets done. If the important item requires some data or discussion first, then each step in the process will be listed with the estimated time to accomplish it. If decisions are to be made after a presentation or discussion, the type of decision making method needs to be written in the agenda. Since the agenda is visible to the group, use it to check off action items as completed in the meeting. This will keep the group motivated to continue working on the meeting purpose. It will also keep anyone from having to stop to catch up people who are late or had to step out for a portion of the meeting.
·Closing of the meeting takes some minutes to review what was accomplished, assign outside actions, and do a meeting evaluation with the group. If another follow-up meeting is planned, creating a tentative agenda and setting a possible date for that meeting will be in this phase.
Utilizing an agenda and following the meeting phases of opening, primary, and closing will make the accomplishment of work during a meeting be more productive and therefore increase the value of the time spent.
·Primary is the actual work time during the meeting. On the agenda, this phase is indicated by items listed with most important item to accomplish first so you are sure it gets done. If the important item requires some data or discussion first, then each step in the process will be listed with the estimated time to accomplish it. If decisions are to be made after a presentation or discussion, the type of decision making method needs to be written in the agenda. Since the agenda is visible to the group, use it to check off action items as completed in the meeting. This will keep the group motivated to continue working on the meeting purpose. It will also keep anyone from having to stop to catch up people who are late or had to step out for a portion of the meeting.
·Closing of the meeting takes some minutes to review what was accomplished, assign outside actions, and do a meeting evaluation with the group. If another follow-up meeting is planned, creating a tentative agenda and setting a possible date for that meeting will be in this phase.
Utilizing an agenda and following the meeting phases of opening, primary, and closing will make the accomplishment of work during a meeting be more productive and therefore increase the value of the time spent.
Shirley Fine Lee, author of "R.A!R.A! A Meeting Wizard's Approach", has worked as a training and development specialist since 1986, and an independent consultant since 2000. She has extensive experience, helping organizations with their team building, training development, meeting facilitation, presentation delivery, and other communication needs. This work involves developing productivity tools, presenting workshops, and writing. For instance, she has authored numerous training manuals and guides, on a wide variety of topics. Her programs include time management, getting organized, problem solving, and team building. Find out more about her and options she provides on her website www.shirleyfinelee.com.
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