What are the best ways to set clear expectations and ground rules for meetings?

I Preset meeting objectives 2 Ensure circulation of pre-reads 3. Keep the meeting agenda as a mix of predefined agenda and also keep some time for free flowing discussions 4 Ensure meetings minutes are taken with clear clarity and circulated defining clear accountability 5 Create an atmosphere of openness to ensure everyone can contribute 6 Start with a “check in “ To ensure everyone is present in the meeting mentally as well as physically / on line 7 Ensure time management and a culture of time outs 8 Ensure follow up for closure of actions 9 start any follow up Meeting with the minutes of last meeting and status on action items

Running an etiquette meeting involves creating a structured and respectful environment where participants can learn and discuss proper etiquette. Whether it's a business setting or a social group, here's a guide on how to conduct an etiquette meeting: 1. Define the Purpose 2. Create an Agenda: 3. Choose a suitable venue 4. Invite a speaker or facilitator 5. Introduction and Icebreakers 6, Presentation and discussions 7. Role-playing and scenarios 8. Interactive activities 9. Q&A session 10. Feedback, comment and suggestion from the attendees

Before a meeting, let everyone know what the goals are so everyone is on the same page. Talk together to decide on the basic rules for the meeting and write them down. This way, everyone remembers what to do, and it helps keep the meeting organized.

As well as listing agenda items and circulating them in advance, it is also helpful to classify them as either; i. For Update ii. For Discussion iii. For Decision This way attendees can better prepare in advance. If for example an agenda item is for decision at the meeting, the attendees may choose to go through pre-read material in more detail than for an agenda item that is for update.

Here are some personal preferences: 1. Shorter meetings..see if you can finish in 15 minutes..if so, set up 15 minutes in the calendar..I have seen some people using 1 hour or 30 minutes slot as a default 2. Meetings are not always needed. Pick up the phone if there is any quick clarification..age old proven methodology works best 3. Ensure everyone is able to contribute..and control the flow when conversation goes sideways totally outside of agenda

* Inform Meeting agenda well in advance * Decide on the participants and do communicate in advance * Define the individual responsibilities associated with the meeting * Refer the past MOM and follow the same * Have ATR (Action taken Report) attached to MOM

Using a clear meetings etiquette framework has always worked well for me, e.g assign roles like time keeper, rabbit hole monitor and note taker is always helpful

Experience indicates that having a meeting coordinator is essential. The individual responsible for coordination can be the organizer or any other participant, as long as they possess the necessary experience and willingness to fulfill the role.

I find that assigning roles and responsibilities to meeting participants is an excellent way to promote efficiency and productivity. By giving each participant a specific role, such as facilitator, note-taker, presenter, critic, or supporter, we can distribute the workload evenly and ensure that everyone knows what's expected of them.

Delegate and empower to get things done according to pre-agreed expectations. Make sure the expectations and ownership are clear. Be specific and avoid confusing expressions. Adapt your language to the audience. Address topics to specific individuals.

Running effective meetings is such an underrated skill. I’d peg this under 3 categories #1 Managing your calendar - You own the calendar, not the other way around. Review and mark meetings you’d attend, chunk them together to avoid context switching, decline recurring meetings where your role isn’t clear or clarified, mark your working hours if you work across time zones , slot out your non negotiable (ex - I’d have my first hour for deep work) #If you lead meetings - Add agenda, share pre reads and identify what the roles are - Drive the conversation: call out what will NOT be covered - Close with clear action items and notes #If you are invited Seek clarity on role and agenda Meetings shouldn’t be busy work :)

Establishing norms and etiquette is an important part of running an effective meeting. - Start and end on time: It's important to respect everyone's time by starting and ending the meeting on time. - Be prepared: Participants should come to the meeting prepared with any necessary materials or information. - Active listening: Everyone should be respectful and attentive when others are speaking, and avoid interrupting or talking over others. - Participate: All participants should be encouraged to contribute their ideas and perspectives, and to ask questions. - Stay focused: The meeting should stay on topic and avoid getting sidetracked by unrelated discussions. - Use technology appropriately: If using technology.

Norms and etiquette may vary depending on the composition of the meeting (for example, it may be an internal team meeting or one with external participants). Although these norms are often intuitive, it is advisable to discuss them in advance, especially for those attending new meeting for the first time.

I think meetings are a symbol of a company's culture: - the cadence - the frequency - how they are held - who gets to speak - the tone of voice(s) - the rate of formalization - and so on. A great culture reflects in the meetings. Meetings are culture. Culture is meetings.

Establishing norms at the outset is an effective strategy for managing meetings. For instance, you can request that participants refrain from using their cell phones during the meeting. To ensure that everyone's perspectives are heard, you can mention at the beginning that each person should contribute at least one point. In virtual meetings, require all participants to keep their cameras on and mute themselves, and encourage them to raise their hands or use the comment feature to indicate their desire to speak. By establishing these norms, you can maintain focus and prevent the meeting from going off track.

SMART goals underpin various objectives, encompassing meetings, tasks, and annual/quarterly targets, offering a versatile framework for effective goal-setting.

Use visual aids, brainstorming techniques to come up with redefining smart goals, and decision making frameworks to make informed and collective decisions

The use of SMART goals helps ensure that meetings are purposeful, transparent and achievable, ultimately leading to better results and higher productivity. By setting SMART goals, teams can align their efforts towards a common goal, track progress, and stay motivated to achieve desired results.

SMART goals are a great way to have effective outcomes from meetings, however in my experience there is little correlation in people knowing what smart goals are and actually using them effectively. When setting Smart goals it is important to ensure there is a very clear, from X to Y by when, with clear, ongoing action points with ownership and timelines. Smart goals are only as effective as the action plans to achieve them.

Meetings are nothing more than words if not held accountable. Accountability is relative without actionable goals. SMART goals are essential when in meetings. It sets the tone from feelings and thoughts to actions and strategies. A forecast isn't about where you want to be, a forecast is where you will be and how you plan to get there. Establishing SMART goals will turn an unproductive conversation into an action plan for the future.

Seek feedback and input from participants to encourage active engagement and gather diverse perspectives. This will also help align expectations and avoid miscommunication.

Address the four thinking preferences in a group meeting. It is important to create an inclusive and collaborative environment that respects and values the diverse perspectives and thinking styles of individuals. Below are some suggestions:

Establishing a feedback protocol will encourage growth in 3 key ways. *Encouraging feedback promotes inclusivity for all involved *Having a specific medium for feedback helps keep pace in meetings rather than turning calls into an open forum *Feedback also helps dictate the pace and tone of future meetings

Soliciting feedback helps in reviewing the ineffective activities, which can be replaced by effective ones. Feedback not just helps in making changes to the ineffective ways it also helps in setting better goals for future.

Solicit feedback and input like a director seeking the perfect plot twist. Encourage team members to bring their creative flair to the table. This isn't a one-person show; it's a collaboration, and everyone's voice should be heard.

By sending participants and relevant stakeholders a summary of the meeting, including key points, decisions and action points, you ensure that everyone is on the same page and aware of their responsibilities. Assigning owners and deadlines for action points and tracking progress and completion helps ensure that tasks are worked on and completed on time. By following up and following through, you turn your meetings into productive, outcome-driven sessions.

Ensure everyone knows WHO is the ultimate owner for any actions to be taken. Follow up next meeting and hold owners accountable if items have not been resolved/escalated - ask why, when can we expect an answer etc.

Follow up and follow through – it's the encore that leaves a lasting impression. Document decisions and action items meticulously, like a meticulous archivist cataloging the treasures of our meeting. Send out those meeting minutes promptly, ensuring our grand production stays on course.

Following up and following through the topics that we cover in meetings will foster a collaborative environment. Clear actions should be called out as soon as the meeting is done, and follow up calls should be set on time, with relevant people. Centralized spaces like mural boards could be utilized for tracking progress. All relevant stakeholders must be kept up to date on the actions and the progress, ensuring a transparent communication system is in place.

It's really important to set a mechanism where we can follow up and follow through with those who attended the meeting to check on the expected results and make a kind of reminder to let them accelerate on delivering results.

Don’t be afraid to have conversations async! We all know every meeting does not need to be a meeting. When possible, consider other ways to get to the same end result. Some possible meeting alternatives include : - Asking for collaboration in a shared document or other cloud-based applications - Sending a survey to gather feedback or input - Starting a thread via email or your company’s messaging application

The best way to set the ground rule is not just by communicating but also following the same and becoming a role model. It is important to appreciate the person if those rules are followed by small gestures of thankfulness and also helping them understand why it is important if they fail to follow. Another way is to always communicate it well before any important discussion and make it as a responsibility for everyone to do the same on time to time manner.

Make sure you mark those who need to know this but aren’t essential to this discussion as optional. This is very useful when you are inviting managers or senior leadership to a meeting where you don’t need them to be a part of the discussion but just adding an FYI. And also set the expectation that your invitees know they either accept or decline the meeting. If optional, may be is acceptable. I also keep my meetings editable by others. People can move meetings if they need to.

Lernen Sie Meetings souverän zu leiten und zu steuern. Eine starke Moderation hilft bedeutend die Beteiligten im vorgegebenen Rahmen in die Zielrichtung zu führen. Verbessern Sie Ihre Fähigkeit die Dauer von Agendapunkten vorherzusagen, indem Sie während der Meetings die einzelnen Dauern notieren, die Redseligkeit der Teilnehmer einschätzen und den Diskussionsbedarf abschätzen.

My company meetings are usually set in either cafes or restaurants, which I feel is less of work environment. To gather good feedback and opinions in a meeting, I have always felt that a "less-serious" atmosphere tends to get more productive results. An agenda have to be listed by the top management, then allow free flowing 2 way traffic, so that all participants can contribute efficiently. Also make sure those less expressive individuals are not being left out.