Evaluate the effectiveness of your meetings by using this format

0 = Never; 1 = Rarely; 2 = Sometimes; 3 = Usually; 4 = Often; 5 = Always

Planning the Meeting

_____ 1. Are meetings held when (and only when) necessary?

_____ 2. Is member ship well chosen (appropriate size and necessary knowledge and skills)?

_____ 3. Is enough time allotted for tasks, and is the meeting time convenient for most members?

_____ 4. Is the location adequate (size, facilities, free from distractions)?

_____ 5. Is an agenda created (date, time, length, location, attendees, background information, goals) and circulated

far enough in advance of the meeting?

During the Meeting

_____ 6. Opening the meeting

a. Are goals, necessary background information, and expectations for members' contributions clear?

b. Are the sequences of events and time constraints previewed?

_____ 7. Encouraging balanced participation

a. Do leader and members use questions to draw out quiet members?

b. Are off-track comments redirected with agenda references and relevancy challenges?

c. Do leader and members suggest moving on when an agenda item has been dealt with adequately?

_____ 8. Maintaining a positive tone

a. Are questioning and paraphrasing used as non-defensive responses to hostile remarks?

b. Are dubious comments enhanced as much as possible?

c. Does the meeting reflect attendees' cultural norms?

_____ 9. Solving problems creatively

a. Is the problem defined clearly (versus too narrowly or broadly)?

b. Are the causes and effects of the problem analyzed?

c. Are clear criteria for resolving problems established?

d. Are possible solutions brainstormed without being evaluated?

e. Is a decision made based on the previously established criteria?

f. Are methods of implementing the solution developed?Concluding and Follow-up

_____ 10. Concluding the meeting

a. Does the meeting run the proper length of time with a warning given shortly before conclusion to allow wrap-up

of business?

b. Are a summary of the meeting's results and a preview of future actions given?

c. Does the leader acknowledge members' contributions and clarify assignments?

_____ 11. Follow-up activities

a. Are the meeting minutes prepared and distributed to all group members?

b. Does the leader build an agenda for the next meeting upon results of the previous one?

c. Do members follow through, and does the leader follow up with member action items?

Instructions

• Using the "Self-Assessment: Meeting Effectiveness Checklist" provided in the course announcements, analyze one meeting at your workplace. If you are a full-time student, choose another venue with a meeting that you can attend.
• Study how the participants behaved during the meeting and be sure to include your observations in the assignment.
• Include a profile of the meeting members, give background information on the reason for the meeting, and provide information concerning who was involved in the issues. Were there any agreed ground rules? If so, describe them.
• After going through the list of requirements (on the checklists you were asked to review), come up with specific ideas as to how to improve the meeting.
• Develop an action plan to implement your recommended changes. Include information about who needs to do what in order to improve the meeting.
• Describe how you would communicate these suggestions if you had the opportunity to do so.