Successful meetings are about connecting people and communicating information. It is the responsibility of the leader and participants to ensure that the meeting is conducted in a professional manner.

Start on time, end on time – this encourages everyone to be focused and attentive

Keep meetings brief – they are more focused and productive; longer meetings may zap energy, encourage lengthy discussions, lack direction, and be very costly

Provide a written agenda and stick to it – everyone knows what is to be addressed at this meeting and what needs to be included on future agendas

Consider meeting environment – comfortable surroundings make it easier to be attentive eg fresh air, room temperature and lighting, seating, refreshments

Be present – don’t daydream or conduct sideline conversations

Speak up – make a comment, state a point and participate in discussions; avoid lengthy explanations by being short, sharp and succinct; you will sound more confident and credible

Don’t recap for latecomers – update them later; doing so at the meeting reinforces their lateness and does not respect others’ punctuality

Observe others reactions – this gives the best indication of feelings, frustrations, agreement, etc

Note body language and posture – lounging over the table sends a message of disinterest or tiredness; sit erect and hold your head high

Watch facial expressions – be sure your face sends the message you intend; smiling and nodding is positive, rolling eyes and vigorously shaking your head is not

Make strong, connected eye contact – shows respect for a speaker and interest as a listener

Use meetings to showcase or self-promote – this is not boasting, bragging or ego building (see Oct 2004 newsletter)

Turn off all mobile phones and don’t accept calls during a meeting – concentrate on what is important now

Always end with action steps – the objective of meetings is 'action'

Follow these procedures and protocols and your meetings are sure to be productive and successful.