Effective Meeting Management: Creating the Perfect Start

A productive meeting should start with careful consideration to engage participants, establish focus, and create a conducive environment for collaboration. While the following list may seem long, these key start techniques should only take 5-10 minutes and can make all the difference in what you achieve.

1. Punctuality: Start the meeting on time as a sign of respect for participants’ schedules. This sets a precedent for the importance of adhering to the agenda and respecting everyone’s time.
2. Welcome and Introductions: Begin with a warm welcome, acknowledging the presence of all participants. If there are new members, take a moment for introductions. This fosters a sense of inclusivity and establishes a comfortable atmosphere.
3. Purpose and Objectives: Clearly articulate the purpose and objectives of the meeting. State what needs to be achieved and why the discussion is important. This helps participants understand the context and align their focus.
4. Agenda Review: Quickly review the agenda to provide participants with an overview of what to expect. This helps in managing expectations and allows participants to mentally prepare for the topics to be discussed.
5. Norms or Ground Rules: Establish and review any ground rules for the meeting. This might include guidelines for respectful communication, the use of electronic devices, and how decisions will be made. It’s always best to also ask the group’s permission to intervene if a norm is broken to get the dialogue back on track.
6. Technology Check: Ensure that all necessary technology is functioning properly. This includes audiovisual equipment, video conferencing tools, and any collaborative platforms. A smooth start with technology sets the stage for an uninterrupted meeting.
7. Icebreaker or Warm-Up: Consider incorporating a brief icebreaker or warm-up activity to set a positive tone. This can help participants relax, foster team bonding, and shift focus away from external distractions.
8. Review Action Items from Previous Meeting: If the meeting is a follow-up, briefly review action items from the previous session. This ensures accountability and provides context for ongoing projects or discussions.
9. Encourage Participation: Create an environment that encourages participation. Emphasize that everyone’s input is valued and welcome and let the group know of when and how to participate

By incorporating these elements into the start of every meeting, you can create a foundation for productivity, engagement, and collaboration among participants.