Running Meetings (HBR 20-Minute Manager Series)

In the meeting you’ll be able to communicate, build consensus, and get things done—and you’ll earn a reputation as a productive meeting leader in your organization as well.

7. Choose the most effective method for selecting an option. Consider the key factors, such as time, resources, financials, values, and so forth, involved in the choice.
8. Gain full agreement—or at least a consensus—on an option for problem resolution or management

5. Outline the future consequences of the problem if it is not solved.
6. Brainstorm options for solving the problem. Clarify the advantages and disadvantages of each option.

When using a meeting to solve a problem:
1. Find out what the participants’ perceptions of the problem are.
2. Get agreement on the definition of the problem.
3. Discuss how long the problem has been going on and what is happening now.
4. Determine what the group thinks are the causes of this problem.

Have you . . .
□ Identified the specific purpose of the meeting?
□ Made sure you need a meeting at all?
□ Developed a preliminary agenda?
□ Selected the right participants and assigned roles?
□ Decided where and when to hold the meeting and confirmed availability of the space?
□ Sent the invitation, notifying participants when and where the meeting will be held?
□ Sent the preliminary agenda to key participants and other key stakeholders?
□ Sent any reports or items needing advance preparation to participants?
□ Followed up with invitees in person, if appropriate?
□ Identified, if appropriate, the decision-making process that will be used in the meeting?
□ Identified, arranged for, and tested any required equipment?
□ Finalized the agenda and distributed it to all participants?
□ Verified that all key participants will attend and know their roles?
□ Prepared yourself?

Remind others who are responsible for individual agenda items to do the same.

day or two should usually suffice.

Don’t, for example, send the preparation materials 10 minutes before the meeting’s start time—get them to the attendees well enough in advance for them to have time for review, but not so far in advance that they put the materials in their “later” pile. A day or two should usually suffice

If successful participation in your meeting relies on materials that need to be read or reviewed, send those out in advance of the meeting.

To avoid last-minute problems and embarrassments, be sure to confirm and check the space, and test any needed equipment ahead of time.