How To Run a Polite Meeting

Entrepreneurs should know how to run a meeting properly.  This post is about running a well organized meeting and not an introduction to the Robert’s Rules of Order by H.M. Robert.  Here are a few pointers to keep you on track.  When you organize and run a meeting, you want to be polite.  People will remember you and you will have a greater impact if you keep the little things in mind.

• Before inviting people, think about when to schedule the meeting and select a time when people are at their best, like in the morning and not on Friday afternoon.  Don’t schedule them on the evening before an important holiday.
• Invite participants with enough time before the date.  Four weeks is enough time if you are inviting folks from out of town.  If you must call a meeting without the proper lead time, be sure to be apologetic. 
• Carefully invite your participants.  Invite those who must attend or those who must be trained.
• Distribute the agenda before the meeting, insuring participants know the purpose and can prepare.
• Determine beforehand how long you will wait for people who are missing.  If the CEO is late, you may think about a little more leeway than someone in training.
• Introduce all participants, especially newcomers.  Be complimentary using their names, titles and responsibilities.  
• Show younger executives that you are approachable by using your sense of humor and allowing those younger people the opportunity to show what they know.  Ask newcomers and younger participants easy questions to get the dialogue going.
• Be aware of tension and nonverbal communication.  Talk over those issues afterward with anyone involved.  If the hostility is open, deal with it immediately.  
• Keep an eye on the clock and keep things moving, insuring that your meeting ends on time.
• Also be aware of people who are dominating the conversation and politely shut the person off with kindness but be firm.
• Insure the meeting facility is clean, equipped with proper seating, ice water and glasses, aired out and cool, and is well lit.
• Make sure you take appropriate breaks sometime during long meetings.
• Give credit to presenters and participants where it is due at the end.
• Set a date for the next meeting, if appropriate.
• Review accomplishments and tasks with the group, outlining due dates and responsibilities.  
• Adjourn the meeting on time.