Organizers conduct meetings by selecting participants, developing agendas, establishing ground rules, practicing efficient time management and, finally, closing out the meeting. Preparing before the meeting and taking notes during is also recommended.
Preparation is key when conducting an effective meeting. It's important to define the goals and objectives of a meeting. Individuals can prepare by researching relevant material beforehand and gathering all necessary handouts, agendas and slideshow presentations. If there is any equipment needed, such as projectors or computers, these should be gathered as well. Organizers should also contact the meeting participants, inform them of the meeting's agenda and provide them with a date, time and location.
Using a moderator also helps to conduct an effective meeting. The moderator is often responsible for managing time and taking meeting minutes or notes. The organizer may choose to serve as the moderator, or she may delegate this responsibility to someone else. It's important for moderators to be mindful of time management because mismanaged time can result in unmet goals and objectives.
Moderators or organizers should inform participants of the ground rules of the meeting, such as when to ask questions, forms that must be filled out and so on. When closing a meeting, organizers should thank attendees for their time. It's also useful to ask participants for feedback on the effectiveness of the meeting through questionnaires and surveys. Moderators should type the minutes once the meeting is finished and have this information available for future reference.