ELEMENTS OF
SUCCESSFUL MEETINGS

#1. Purpose:
There should be good reasons for calling any meeting. The chairman should have a clear idea as to what he wants to get out of a meeting, and should make this known to the participants. The purpose of a hearing may be to receive the views of interested parties; the purpose of a meeting may be to consider reports and read decisions on matters; the purpose of a staff conference may be to pass on information.

#2. Notice:
Whether by word of mouth, office memo, invitation, or legal advertisement depends on the nature of the meeting. Those with special roles should get reminders.

#3. Preparations:
These have to do with arrangements for the meeting place, visual aids, food, supplies, transportation. Also the agenda, reports, rehearsals, and arrangements for people to do things at the meeting. All preparations must be done in advance. Time of the meeting should allow for preparations.

#4. Agenda:
Even a public hearing needs clear and fair rules as to the sequence and procedure to be followed. Everyone needs to know that they will get a chance. If copies are not available, the chairman will describe it a the start of the meeting.

#5. Participants:
Everyone is looking to the chairman to run the meeting. HER bearing and attitude can influence the outcome of a meeting. Her patients may be taxed but her application of the principles of fairness in the conduct of the meeting should not waiver.

Other participants will include both leaders and followers, friends and foe, helpers and agitators.

#6. Place:
The meeting place should be comfortable, convenient and appropriate to the size of the meeting. Check the facilities beforehand.

#7. Results:
Something comes of every meeting. Even fruitless sessions create impressions and continue to the development of attitudes over time. Productive meetings can be summarized with findings, agreements, and decisions. Most meetings are steps to the end goals. The results are work assignments, action items (tasks to be done and reported at next meeting.)

#8. Records:
Some record should be made in order that the missing may be informed. Planning work is public, calling for transcript or tape recording statements and published minutes. If a meeting is worth having, it should have results worth publishing.