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Ten Tips For Running A Successful Meeting
Produced for CultivateNC™Jackie MillerNC State Cooperative Extension ANR/CRD
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A successful meeting
leaves people with a
feeling that:
- Progress was made
- Time was wisely used
- People had fun
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Tip #1 Share the Responsibility
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Tip #2
Find a
Good
Meeting
Location
Easily accessible?
People feel safe?
Adequate for the group size?
Space for projectors and flip charts?
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Tip #3
Plan An
Agenda
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Sample Meeting Agenda • Welcome and Introductions: Display a large
copy of the project goals at each meeting. Define what NEEDS to be accomplished today.
• Project Updates: Ask each team member to provide an update. Make a list on a flip chart of problems that were encountered.
• Brainstorm Resolutions: Review project goals and objectives; brainstorm resolutions
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Agenda continuedList the Next Steps• Who will be responsible for each step?• Are there any obstacles that may keep you from
moving forward? • How can the team help?(this list will be the basis
for the next meeting agenda)
Introduce New Items• Allow time for education and dialogue
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Agenda continued Wrap-up Questions• Does everyone have a good understanding
about today’s plans?• Does anything need to be clarified? • Is there anything missing? • Are there any suggestions or changes about the
meeting location or format?
Set a date/time for the next meeting
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Tip #4 Create A
Visual Record
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Tip #5 Encourage
Participation
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Tip #6 Establish Ground
Rules
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Majority Rules or
Consensus
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Tip #7 Setting Deadlines will
Stimulate Action
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Tip #8 Conflict Management
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Strategies for Handling Conflict
• Lead the discussion away from intense language
• Promote information sharing
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Tip #9 Keep The Meetings Short
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SMALL WIN
SMALL WIN
SMALL WIN
SMALL WIN
Tip #10Celebrate the Small Wins!
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BONUS TIPS:
Strategies for minimizing common meeting obstacles
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Working Towards Group Agreement
1. When participants seem totally blocked and unable to break through an impasse, go back to the initial question or purpose of the activity and restate it.
2. Ask which alternatives are supported by data.
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When a Point is being
Discussed to Long
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Coping with a
One-Person Show
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When a Speaker Drifts
from the Subject
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When a Participant
has Difficulty
Expressing Their
Thoughts
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Ten Tips for Running Successful Meetings
Adapted from Growing Communities
Curriculum: Community Building and
Organizational Development through
Community Gardening (2nd Edition) Columbus,
Ohio: American Community Gardening
Association