We conduct a lot of meetings in PSEB. Are our all meetings GREAT? What preparation should be done for GREAT meetings? Could you share your views about these questions? My answers to these questions are as follows:

The Meetings could be GREAT only if meetings have:

G: GOALS for the meeting should be SMART (Specific, Measurable, Achievable, Realistic, and Timely)

R: ROLES & RULES (Roles should be rotated among attendees, so that everyone gets a chance to show leadership and Rules for discussion should be agreed upon by all attendees)

E: EXPECTATIONS (Expectations should be clearly defined)

A: AGENDAS (Meetings must have an Agenda)

T: TIME (Meetings must be brief, start and end on time)

One shall be required the following preparations before, during and after the meeting:

Before the Meeting:

1. Determine the purpose of meeting. Please hold status or progress meetings separately from problem solving meeting.
2. Set the ground rules for discussion.
3. Figure out the participants of meetings. Please don’t involve those persons, which are not really required. Let them work.
4. Notify the participants well in advance of meeting’s agenda, time and venue.
5. Make notes of your presentation. If possible, rehearsal of presentation could be done.
6. Start and end meeting on time. Please know the value of time.

During Meeting:

1. Specify time duration of meeting and stick to it.
2. Begin by stating the specific objectives of meeting.
3. Listen more than talk.
4. Discourage participants from getting of the subject.
5. Summarize the results periodically in terms of consensus achieved or disagreements still in progress.

After the Meeting:

Prepare minutes of meetings and circulate among attendees. Follow up for the commitments taken from attendees.