Research has demonstrated that running meetings effectively increases team performance. A study of 63 team meetings including a total of 359 meeting participants from different organizations found that leaders must remember to show considerate leadership, which was positively related to satisfaction with meetings. Also, team leaders need to balance relationaland task-oriented meeting procedures. The following checklist is a useful guide to ensuring a successful meeting. Before the Meeting: - Set goals for the meeting and prepare an agenda. - Prioritize issues to be discussed, including carryover issues from previous meetings. - Consult with team members to finalize the agenda. - Research information necessary for making important decisions (or delegate this). - Arrange logistics: date, time, place, catering. Select a comfortable and convenient meeting place. - Send out announcements and reminders for the meeting, including the meeting agenda. - Arrange for AV equipment, flip charts, markers, and other supplies. - Arrive early to set up, and check for adequate lighting, ventilation, heating, or airconditioning. - Arrange seating and post directional signs if needed. - Prepare name tags or tent cards if needed. During the Meeting: - Greet people warmly as they arrive individually. - Announce the location of the nearest restrooms. - Have the agenda at each person's place or projected on screen. - Set a welcoming tone with introductions (you may want to include an icebreaker exercise if time permits). - Review minutes from the previous meeting if appropriate. - Provide background information and review the meeting goals. - Be courteous, respectful, and inclusive during the discussions. - Start and finish the meeting on time. Bring Closure - Make decisions. - Prepare action plans and follow up. - Summarize main points and what was accomplished during the meeting. - Schedule the next meeting (if needed). After the Meeting: - Email participants and thank them for their contributions. - Distribute minutes of the meeting and action plans. - Include a reminder about the next meeting. Discussion Questions 1. From the checklist, identify which behaviors are task-related and which are relationshiprelated. Explain how you would set the tone for the meeting by being a considerate leader. 2. Discuss why it is important to have an agenda for the meeting. Should the leader set the agenda or have it created by the team? Explain. 3. Why is it important to start and finish the meeting on time? What should the leader do if the agenda is not completed by the end of the meeting time? 4. Why is it important to follow up after the meeting? Create one or two additional items that should be included in the follow-up after a meeting