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Meetings are one of the most effective formats to discuss and negotiate, as you not only hear the message but also see the tone and body language of others engaged in the meeting, which will strengthen the communication process.

However, meetings are not always effective. Sometimes they are too long or too short or simply do not produce the desired outcome. One way to improve the effectiveness of a meeting is to make sure it is well planned.

Planning a meeting

Here is a checklist to be carried out before a meeting takes place.

1. Select a date that everyone can make and invite them to attend the meeting.
2. Produce an agenda that should be distributed before the meeting takes place. It should include the time, date, location and duration of the meeting, and a list of topics to be discussed. This list may include reviewing the action points from the previous meeting.
3. Double check that the proposed location for the meeting is not being used by anyone else.
4. Select a chairperson (often known as the chair) for the meeting, whose role will be to ensure the aims of the meeting are achieved, that it starts and ends at the specified time and that all items on the agenda are covered.
5. Select someone to take minutes.

Meeting agendas

Here is a checklist of what should happen during a meeting.

1. Welcome everyone to the meeting.
2. Record who is present. Those who are unable to attend are expected to send their apologies, and their absence should also be noted.
3. Ensure that the person who has been selected to take the minutes is performing the role.
4. Proceed to talk through each item on the agenda.
5. Encourage everyone to participate and listen to what is being said. Be prepared to make sure everyone stays focused on the agenda items.
6. At the end of the meeting, briefly summarise the decisions made and actions to be taken forward.
7. Note who is responsible for completing each action point as part of the minutes.
8. Set a date, time and location for the next meeting.