The basics of running an effective meeting

Jim Rohn once said that either you run the day, or the day runs you. Meetings are exactly the same. Like public speaking, running an effective meeting is an essential skill for a business person. A well-run meeting makes effective use of your valuable time and presents you in a professional light. Here are some of my thoughts on the basics of running a successful meeting:

Always send out an agenda before the meeting. This provides the framework for discussion and helps keep the meeting on topics that you want discussed. The agenda should also include any relevant reports and recommendations, along with minutes from previous meetings. If you are pushed for time, you can also allocate times to discuss each agenda item. Depending on the nature of the meeting, sometimes it is appropriate to call for suggested agenda items from members.

You should not provide any written information for the first time at a meeting. It should always come with the agenda. This not only saves time in the meeting but also allows for a more informed discussion.

Make sure you have a quorum present. A quorum is the minimum number of members that must be present to hold a valid meeting. Unless the rules or constitution say otherwise, a quorum is half of the members.

Decisions are made at meetings by passing motions. A motion is a clear statement. e.g. That Elon Musk be appointed as a director of the company. Often a motion will be discussed before it is put to the vote. A motion requires someone to "move", or propose the motion and a seconder, or someone that supports the motion.

Once a motion has been put to the meeting the chairperson should ask for any comments from those in favour of the motion and then from those against the motion.

After any comments voting on a motion can be undertaken by a show of hands or by ballot (voting on paper).

Decisions of a meeting should be recorded in written minutes. The minutes should note who attended the meeting, apologies accepted, details of all motions and whether they were passed or defeated. They should also include a summary of the matters discussed. The chairperson should sign the minutes. The minutes should be approved at the next meeting of members and should be kept together with previous minutes.

Every meeting has different requirements and procedures. It is important that you familiarise yourself with the rules and laws surrounding the meeting you are holding. However following these basics will help you run a successful meeting.