Can you remember the last time you were in a meeting that ended early? How about the last two times?
Imagine this: You leave the meeting with a clear understanding of what the meeting was 
about, why you were there and when you need to have your tasks completed. You start thinking of all the things you can accomplish with this newfound time!
Sound like a pleasant dream?
It can be a reality. It takes preparation and leadership, but it can be done. To ensure your next meeting is effective, here are a few guidelines for how to run a meeting, that will give you and your invitees clarity, purpose and maybe the gift of time.
Own it – it’s your meeting!
You’ve created an agenda, you know who needs to be there, and what needs to get done. Remind yourself that you are in control of how this is going to go. If you think you need help to capture components of the meeting as it unfolds, designate someone to do this for you. All responsibilities need to be delegated to people and given a due date for the meeting to be a success and business to move forward.
Start it – on time
Meetings must begin on time. If you regularly wait for people to get there before you begin, chances are, they will regularly keep you waiting. You are the leader of the meeting. You set the tone by starting on time. This conveys respect for everyone’s busy schedule, and helps to ensure you will get through your agenda.
Follow it – the agenda
Make sure the meeting begins with a review of the agenda and follow it! You have arranged it in an order that makes sense, so be sure the meeting runs in that order.
Remember: Each agenda item requires action!
Usually someone needs to do something, information needs to be understood or a decision needs to made. Make sure each agenda item is closed before moving on; test for clarity by asking your guests if there are any more questions and check the item has been assigned with a due date.
Beware: Never over-stack your meeting, hoping to get through it all in an hour! Be reasonable and make the agenda achievable! Set yourself up for success.
Watch it – the clock
It’s so easy to get off topic in a meeting. Often agenda items lead to new discussions that take up time. Be prepared to ask invitees to take the topic ‘offline’ or to discuss it later. A part of owning your meeting and setting your agenda includes being able to identify when things have gone astray and course correct. Before your meeting, assign all the agenda items a block of time.
TIP: Always save minutes!
For example, for an hour-long meeting, look at your agenda items and accurately space out the 45-minute timeframe. Some items will be covered more quickly, providing more time for others that may spark more discussion than planned!
Finish it – On time
If you lead your meeting, follow the agenda, stay on topic and watch the clock, you will find that more often your meeting ends on time or early. Before the room clears, take a minute to review everything discussed – skim down the agenda making sure all items have been closed.
Try following these guidelines before the next meeting you lead. Make the dream a reality and be prepared to lead your next meeting effectively!
If you manage to end early, you will certainly be the star of the show and they will wonder how you did ‘it’. Tell them!
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