Leading Effective Meetings

By Jessica Kruse

Key Actions For Leading Effective Meetings

Prepare For a Focused Meeting

Deliver The Message

Encourage Discussion

Keep The Group Focused and Moving

Close the Meeting

Quit

Prepare For A Focused Meeting

A. Prepare for the meeting.Do: Make an agenda. Define the purpose of the meeting. Determine initial ground rules. Allow enough time for preparation before meeting. Gather information, reports, or examples to

support your message, if needed. Ask guest speakers (if any) to attend with enough

notice.

Prepare For A Focused Meeting, continued

Avoid: Leading a meeting without preparation. Leading a meeting without a clear purpose or

agenda.

B. Prepare the group for a focused meeting.Do: Communicate the purpose and desired outcome of the

meeting. Review the agenda. Set ground rules.Avoid: Jumping right into the topics of the meeting. Allowing team members to start the meeting with issues or

complaints.

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Deliver The Message

When using this skillDo: Provide the “what”, “why”, and “how.” Offer facts or examples, if appropriate. Keep it simple.

Deliver The Message, continued

Example:

Safety Awareness“It is time for us to review the new safety procedure that is effective starting today. Safety is always a primary concern, and this new policy will help us all maintain a safer working environment for us and a safer shopping environment for our customers. This new policy addresses specific steps we will need to take when removing inventory from high shelves and when moving pallets.”

Avoid: Providing unnecessary details. Delivering more than one message at a time.

Deliver The Message, continued

Encourage Discussion

When using this skillDo: Ask open-ended questions to encourage discussion, questions,

reactions, or opinions. Thank associates for their contributions. Ask closed-ended questions to ensure understanding or obtain

decisions. Ask open-ended questions to increase participation. Clarify information. Use effective listening techniques. Answer questions.

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Example:“Will someone please explain the importance of the new safety policy? What could happen if we don’t have the required clearance at every fire exit?”

Avoid: Ignoring an associates reaction or question. Assuming everyone can understand the language

you are speaking.

Encourage Discussion, continued

Keep The Group Focused And Moving

When using this skillDo: Keep the discussion on track by referring to the agenda and ground

rules. Pay attention to the flow of the meeting as compared to the agenda. Reinforce positive contributions from meeting participants. Survey the group to get everyone’s thought or opinions if there is little

discussion or if the group can’t come to an agreement. Ask individuals open-ended questions to get a quiet group to begin

discussing the topic. Help the group reach a conclusion on items that call for group

opinions or decisions.

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Example:“Can anyone give me their ideas on why this policy is important?”

Avoid: Discussing unrelated information. Spending too much or too little time on a topic. Providing your own ideas instead of getting the

ideas of others.

Close The Meeting

When using this skillDo: Summarize the key points from the meeting. Ask if there are any questions. Watch for nonverbal cues that signal confusion or a

lack of understanding. Provide action items, if necessary. Provide a follow-up date, if necessary. Thank associates for contributing to the meeting.

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Example:“Let’s review. The importance of following proper store procedures is to reduce accidents and injuries. You can help by following procedures, reminding other associates of the policy, and discussing any concerns.”

Avoid: Ending the meeting if people seem confused or

unclear. Rushing the close of the meeting.

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