1. K. Joy Hamm
Training & Education Chair
Jr. League of Savannah

2.  “We meet because people holding different
jobs have to cooperate to get a specific task
done. We meet because the knowledge and
experience needed in a specific situation are
not available in one head, but have to be
placed together out of the knowledge and
experience of several people.”
- Peter Drucker

3.  Before you call a meeting, make sure that it is
really necessary
◦ Is a meeting the best way to solve the problem, improve
the process, or make an ongoing plan?
◦ What is the PURPOSE of the meeting?
◦ What happens if I don’t call this meeting?
◦ What ALTERNATIVES do I have?
◦ How much will a meeting COST? Can you accomplish
your goals with an e-mail discussion or distributing and
requesting information through other means?
 Make sure a meeting is needed and not just
convenient for you – you’ll get better results!

4.  Ask yourself . . .
◦ Who needs to help you with/attend the meeting?
◦ What are the goals for the meeting?
◦ What is the end result that I expect from the
meeting?
◦ When and where will the meeting take place?
◦ What should the agenda include?
 Your meeting purpose will determine the
meeting focus, the meeting agenda, and the
meeting participants
“Begin with the end in mind.” – Steven Covey

5.  Provide pre-work, charts, graphs, and
reading material 48 hours before the meeting
◦ Passing out reams of handouts at the beginning of
the meeting is frustrating
 The more preparation time you allot, the
better prepared people are

6.  Start and end of time
◦ Have time limits for each agenda item
◦ Keep the group on task
 Keep an eye on the energy of the group
◦ Call for a break or table items if tensions develop
 Try to sit in a circle so that attendees feel
more included in the process
◦ Encourage participation from all group members
◦ Don’t let anyone dominate

7.  No one wants their time wasted!
 Everything done in the meeting should move
the group toward completing the meeting’s
objective
 If a particular topic seems to be taking more
time than planned for . . .
◦ Hurry the discussion along
◦ Push for a decision
◦ Defer discussion until another time
◦ Assign the discussion to a subcommittee

8.  If certain people are dominating the
conversation, make a point of asking others
for their ideas
 Watch body language – take a break when
needed
 Stay on topic
 Ask for feedback about the meeting
 Always try to end on a positive note – even
when the meeting might have been
continuous

9.  Who attended
 What decisions were agreed on
 What assignments were given and to whom
 What will be the topic of the next meeting
 What, if any, unfinished items exist

10.  Effective meetings involve a balance of
leading and facilitating
◦ Leading provides control
 Stating your case, providing information, making
proposals, enforcing rules
 Helps to get people involved
◦ Facilitating creates participation
 Asking sincere questions, creating a void for others to
fill
 Lets the members of the group be the stars
 Increases results