Determine the objective.
A clear goal will set the tone for the meeting and determine its direction. Your goal should be specific and measurable. If you're expecting attendees to brainstorm, ask each participant to arrive with a list of ideas.
Ask yourself if a meeting
Meetings can be expensive. To calculate the precise cost, multiply the hourly wage of each person present by the length of the gathering. If your objective can be met through e-mail, conference call, Skype, or even a quick one-on-one discussion.
The most effective meetings involve stakeholders to ensure decisions can be made immediately. If a key decision-maker is unavailable, ask a subordinate to attend. Ideally, this person will be able to speak for their supervisor, and--at the very least
Routine meetings designed to touch base with employees and discuss status reports can usually be accomplished in 15 minutes or less. You'll be more likely to keep the meeting short and to the point if everyone remains standing.
If you want each meeting participant to be fully engaged, avoid Monday mornings, when everyone is catching up on e-mail. Also avoid Friday afternoons, when employees are busy wrapping up the week and looking forward to the weekend.
Set a time limit
Meetings that drag on for hours cause attendees to lose patience and focus. Attention spans are short, and time is valuable. The most productive meetings start on time and end on time.
Prioritize the agenda
Don't leave the most important topics for last. To ensure that the highest priority objectives are met, discuss the most pertinent issues first. That way, if someone needs to step away or leave the meeting early, you'll still have accomplished your main goals.
Stick to the agenda
The agenda is an outline--a framework--to keep everyone on topic and to maintain the meeting's flow. The agenda should be kept to one page and should not include anything other than main topics of conversation.
Wrap it up clearly
At the end of the meeting, quickly reiterate any decisions, deadlines, and clarify any follow-up action required. All meeting participants should understand exactly what is expected of them. Schedule any follow-up meetings