how to run a meeting hello and welcome

to video jug meetings can be an

incredibly productive way of making

decisions planning for the future or

communicating to a group of people at

once we took this advice from Sha mcfe

of

md. to show you how to run an effective

meeting step one

preparation first establish why you need

to hold the meeting what are your aims

what do you need the meeting to achieve

make a list of your targets for the

meeting and write an agenda of the items

you need to tackle during your time

together it's a good idea to send this

out to your colleagues beforehand so

they know what to expect step two a

facilitator an effective meeting needs

someone to act as referee they are there

to keep the meeting on track and make

sure everyone's sticking to the agenda

ideally they should be impartial if this

can't be you rope in a colleague it

could be anyone step three room

layout make sure that everyone can see

everyone else and choose a layout that

doesn't reinforce hierarchy everyone

should feel able to speak freely a

u-shape Arrangement is perfect with the

facilitator at the Gap in the

U step four timing if you schedule your

meeting to begin on the hour the chances

are people will drift in grab a coffee

have a chat eat a biscuit compare plans

for the weekend and generally bunk off

for at least 10 minutes before you're

able to begin instead schedule it for an

off hour time say 10 2 instead of of

2:00 this simple psychological trick

will encourage punctuality and means you

can start on time you should also have

an enforced cutoff point to close the

meeting this will reduce dithering and

keep you on track step five Icebreaker

if some members of the group haven't met

run through some group introductions go

around the group and get people to

introduce themselves with who they are

what they do and something silly to help

break the ice embarrassing stories are

always good for this get everyone to say

the first record they ever bought or

their favorite guilty pleasure and my

guilty pleasure is

taxidi Step six The Hanger you have a

definite purpose for your meeting but

pesky freethinking individuals that they

are your employees will want to talk

about things that aren't on your agenda

have a separate piece of paper available

where you can write down and store

off-topic ideas for discussion later

this will help people feel they've been

listened to while keeping the meeting on

task

step seven the five minute Bell there's

always one who's tempted to talk and

talk and talk at Great length about

their pet subject while you want to give

everyone the chance to speak give

permission for anyone to call time on

anyone else who speaks for more than 5

minutes bring a bell into the meeting

position it at the front of the room and

encourage people to ring it if the old

Mona or anyone goes on for too long step

eight minutes during the meeting you

should have someone taking notes on

what's been discussed and agreed once

the meeting is over have someone write

these up they should then email them to

everyone so that people know what

they've said has been recorded also keep

people informed of the outcome of the

meeting and what action has been taken

on the decisions you

made congratulations you're now a

meeting's Master no more biscuit eating

coffee swilling time wasting for

you oh well

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