How
to Run an Effective Meeting
by Donna Cardillo, RN, MA
Every
nurse will be responsible for running a meeting at some
time, whether it’s on their unit, as part of a committee,
or through a professional association. While many people
dread meetings, they can be productive, and even invigorating,
when well-run.
There
is an art and a science to running effective meetings that
many people never take the time to learn. Formal meetings
require planning and structure, as well as a format conducive
to productivity. Here are some tips for running a great
meeting:
Get
the word out
Give
everyone adequate notice of the time, place, and purpose
of the meeting. If documents will be discussed or referenced,
provide copies to participants beforehand and ask that they
read them. Be sure to have extra copies of the documents
at the meeting.
Start
on time
Set
a clear start time and adhere to it whether everyone is
there or not. This is especially important with a meeting
that takes place regularly. While it’s all right to
occasionally delay the start of the meeting due to extenuating
circumstances, if you consistently start late because you’re
waiting for everyone to show up, the rest of the crew will
start to arrive late, thinking, “Those meetings never
start on time, anyway.” Have a specific end time,
too. Although meetings may occasionally run over, things
generally move along more quickly when there is a scheduled
end time rather than an open-ended one. Adherence to established
time frames demonstrates respect for participants’
time.
Make
everyone comfortable
Be
sure there’s adequate seating at a large enough table
or room. Ideally, everyone should be able to make eye contact.
Provide refreshments when possible, and ask everyone to
turn off their cell phones and pagers or to set them to
vibrate. Mention that taking nonurgent calls is disruptive
and distracting.
Have
a printed agenda. It gives structure to the meeting. Participants
know what’s coming and can follow along. Having a
printed agenda helps keep the meeting moving because participants
can see what’s left to discuss and know how much time
remains.
Lead
the group, but don’t control it
Throw
an idea out there, give supporting data, and ask for input.
Be sure everyone has a chance to speak. There will always
be those who are talkative and those who are quiet. As the
group leader, it’s your responsibility to make sure
every voice is heard. If someone tends to dominate the discussion,
you can tactfully say, “Let’s hear from someone
who hasn’t spoken yet.” And since some people
won’t chime in on their own, you could say to someone
who is quiet, “Frank, what are your thoughts on this?”
Discourage
side conversations. Healthy debate is good, but if an argument
erupts, you’ll have to intervene. If someone responds
in anger or interrupts another, say calmly but firmly, “Let
Janice finish talking. Let’s hear her out before reacting.”
If
the conversation goes off on a tangent, bring it back to
the main subject. If a discussion goes on too long, you
could say, “We’re going to have to move on to
the next topic. We have a lot to discuss in the remaining
time. Let’s wrap this up.”
Summarize
At
the end of any meeting, it’s a good idea to recap
any decisions and agreements made, repeat any follow-up
that is required by specific members of the team, and mention
a day and time for the next meeting.
Like
everything else, running an effective meeting is something
you get better at with practice. But by following these
simple guidelines, you’re guaranteed to run a more
effective meeting next time.
Copyright
Nursing Spectrum Nurse Wire (www.nursingspectrum.com).
All rights reserved. Used with permission.
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