This document provides guidance on running effective meetings by outlining key steps in the pre-meeting, meeting, and post-meeting processes. It recommends defining a clear purpose and agenda for the meeting, with time allocated to discussing previous priorities, setting new priorities, and other tasks. During the meeting, it suggests starting with a welcome and check-in, actively involving all participants, and wrapping up by recapping priorities and tasks. Follow up after the meeting includes sending outputs, tracking progress on action items, and providing praise and feedback to keep teams bonded and working toward goals.

1. How to Run an Effective Meeting
UoM Thessaloniki

2. Outline
•About meetings
•Pre-meeting
•Beginning
•Core
•Conclusion
•Post-meeting

3. About Meetings
Why do we have meetings?

4. About Meetings
Catch people up on facts
Share Ideas
Plan
Assign responsibles

5. Elements of an Effective Meeting
▪ Preparation
▪ Participation
▪ Define the meeting’s purpose
▪ Address each item on the agenda
▪ Assign follow-up action
▪ invite essential people
▪ Useful –effective outputs
‡ From GM Consultants, Pittsburgh, PA 1993

6. Pre-meeting
• Define purpose-objectives
• Create the agenda
• Identify what you will need
– materials
– Docs
– People
•Do Research on:
- a subject that you will address but don’t have the
knowledge on
- Questions that members had from previous meeting and
could not be answered

7. Agenda
• Brainstorm a list
• Get members inputs
• Locate the needs, gaps and achievements of your team in order
to address them
• Who should address each subject
• Allocate time for each subject
• Review the Order

8. The Proposed Agenda
1. Welcome, Check-in
2. Previous priorities
3. Next priorities
4. Other tasks
5. Wrap-Up
6. Closing

9. Welcome - Check- in
• Ask the news of your members, how was their week/day
• Make announcements
• Make them excited
• All actively involved
• Give everyone in the room the opportunity to speak
• Start light
• Icebreaker
• Team building exercise
• Joke

10. Previous priorities
• Previous priorities are the focuses that each member had to
complete this week.
• So are they
o Completed?
o If not, why?
-What actions steps where taken
- Find solution to the problem together
o IF yes, recognize that
- What actions steps were taken and it was successful

11. Next priorities
• Next priorities are the focuses that each member has to
complete the following week.
• Define the action steps that need to be taken
• Put a strict deadline
• Always express WHY to have this focus and how will the outcome
of it help me, my team and my LC

12. Other task
• During the week there might be some tasks to be completed
regardless of the weekly priorities
• Someone can not define that THIS will always be a task
• For example :
o Priority this week: raise a TN
o Task this week: reception activity, which is something that needs to
happen every week when we have interns
o Careful: There might be times that the reception activity will be priority, it
depends on the week and the priorities of the team

13. Wrap Up
•Repeat all the priorities and tasks briefly
•Make sure everyone understands what they have to do
•Ask if they have any questions
•Engage also the silent members

14. Closing
• End on time
• Re-recognize accomplishments
• Help them realize that through teamwork and open
communication we can achieve all of our priorities
• Help them understand what they have
accomplished so far, and the importance of it.
• Keep them bonded as a team
• Thank them for their time

15. Final Thoughts
•Praise! Praise! Praise!
✓Praise people twice as much as you criticize
✓Always compliment, no matter how small
✓Questions?

16. Post-Meeting
✓Send the outputs as soon as possible after the meeting
✓Make follow up on the actions that are supposed to be taken
after
✓Track the progress of your members

17. Effective outputs
✓The flow of the outputs needs to be the same of the flow of
the meeting.
✓Keep them short, no more than 4 pages.
✓No more than 4 pages, one page fun staff, 3 pages all the
other
✓Always right in English or Greek, NOT Greeklish
✓Bold the most important words but dont over do it.
Now lets go and see some
outputs