25 July 1979
Prior to the meeting:
1. Prepare a checklist
- a. Spiritually discern your objective for the meeting.
- b. List each item necessary to attain the objective, e.g.:
- · Place, time, notification of participants, physical facilities
- · Materials, handouts or other preparation
- · Appropriateness of each item, or permission as needed
- c. See that each necessary item is in preparation (do or delegate).
- d. Prepare conducting notes for the meeting, observing the following:
- · Give the correct name of each participant
- · Acknowledge music and musicians who assist
- · Write out each thing you intend to say along with all the events to transpire (formal meeting); or Write down each item or idea you need to cover (informal meeting)
- · Prepare a time allotment for each aspect of the meeting
- · Prepare a backup procedure for each part of the meeting in case of failure or other emergency
2. Immediately prior to the meeting
- a. Pray or have a prayer meeting.
- b. Double check on all persons and items necessary to the meeting.
- c. Be at the meeting site 5 to 10 minutes before the meeting is scheduled to begin.
Conducting the meeting:
1. Begin on time, and begin by announcing who is presiding (if other than the person conducting) and who is conducting (if not known to the participants).
2. Speak directly, personally, and warmly to the participants. Do not multiply words or say things you do not mean.
3. Keep the meeting objective fully in mind. Do not allow the prepared format for the meeting to be changed unless a clearly superior alternative arises.
4. Keep a sense of humor, but keep any humor light.
5. Be positive in what you say.
6. Express gratitude to all participants in a way that is genuine.
7. End on time.
After the meeting:
1. Review the successes and failures (if any) of the meeting. Pay special attention as to whether or not the objective for the meeting was attained.
2. Make notes on how you could be more successful and effective in conducting this kind of meeting another time.
3. Follow up on any items of business that arose in the meeting.
4. Give special private thanks to any persons who especially contributed to the success of the meeting.
5. Develop a standard checklist and agenda for any meeting which is held on a regular basis.
Remember:
1. Time in meetings is precious because people are precious.
2. Bumbling is unacceptable and is never funny. We should strive for excellence in all that we do.
3. Don’t hold meetings for meetings’ sake. Get the job done, whatever the assignment is.