Meetings are often seen as a waste of time. However, if everyone cooperates and has done the work they said they would to do, meetings can be highly productive and worthwhile.

The following should be communicated to everyone expected to attend a meeting:

	The objectives of the meeting;
	The exact time and location of the meeting, and its expected duration;
	The names of everyone expected to attend, and the name of the person who will be chairing;
	The minutes of the previous meeting (if any);
	The agenda.

Before the meeting, make sure you have done everything that was expected of you—perhaps resulting from a previous meeting. Don’t wait until the last minute before completing these tasks.

Make every effort to attend every meeting you are expected to—management will notice. There will, however be occasional times when you cannot be there.

If you can’t attend a meeting:

	excuse yourself to the chairperson, preferably by e-mail, and in good time;
	if you had any tasks to perform, make sure that they have been done and that a written report is handed in before the meeting, preferably to the chairperson ;
	do not make a habit of excusing yourself from meetings; you will be viewed as uncooperative;

Observe the rules of meetings:

	always be on time;
	switch your cell phone off;
	come prepared;
	be respectful to everyone;
	do not be loud, disruptive, aggressive or argumentative;
	give clear, concise, objective, true and correct feedback;
	first listen carefully and then indicate to the chairperson if you wish to speak—to state your point of view, or to give some feedback, or to ask a question;
	participate fully;
	make notes, especially of any tasks you commit yourself to doing;
	never interrupt a speaker—apologise politely if you really must interrupt;
	resolve conflict amicably, respectfully and quickly;
	do not leave the meeting before the end, unless there is a really urgent reason;
	adhere to the commitments you make in meetings.

If you are chairing the meeting:

	Thank everyone for their time and participation.
	Make sure that someone competent will be taking the minutes and that everyone has a copy of the agenda.
	If appropriate, ask whether any items need to be added to the agenda (these will often fall under ‘Any Other Business’), and allow those attending to request a change of order if they have some urgent reason for not being able to be present for the entire meeting.
	If applicable, ask for approval of the minutes of the previous meeting. These should be well-documented, but there may be corrections, which must be noted by the minute-taker.
	Stick to the agenda. The chairperson is responsible for reaching outcomes and milestones as quickly and effectively as possible. Do not allow ‘waffling’, as this causes unnecessary delays.
	Do not allow interruptions. Unfortunately managers often feel they have the right to interrupt meetings of subordinates. It is disrespectful, unless there is a really urgent matter that needs to be attended to immediately.
	Set a time, date and venue for the next meeting.
	Thank everyone at the close of the meeting for the tasks they have agreed to do.
	If you have to assign work to someone who is not present at the meeting, discuss it with them immediately afterwards. Do not leave it too long.

The minutes of the meeting should be typed up and circulated as soon as possible.

By Elsabé Manning