1 Prepare an agenda

Before the meeting, prepare an agenda that outlines the purpose, objectives, topics, and time allocation of the meeting. Share the agenda with the participants in advance and ask for their input and feedback. This will help you set clear expectations, prioritize the most important issues, and avoid unnecessary distractions and tangents during the meeting.

2 Assign a note-taker

During the meeting, assign a note-taker who will capture and document the key points and action items from the discussion. The note-taker should use a template or a tool that allows them to organize the notes by topic, highlight the main takeaways, and list the action items with the responsible person and the deadline. The note-taker should also record any questions, issues, or decisions that need further follow-up or clarification.

3 Summarize and confirm

At the end of the meeting, summarize and confirm the key points and action items with the participants. Ask them to repeat or confirm their understanding and commitment, and address any gaps or misunderstandings. This will help you ensure that everyone is on the same page and knows what to do next, and that there are no loose ends or ambiguities.

5 Follow up and monitor

Between meetings, follow up and monitor the progress and completion of the action items. You can use reminders, check-ins, or feedback mechanisms to track and support the implementation of the action items. This will help you ensure that the meeting outcomes are translated into action, and that any challenges or delays are addressed and resolved.

6 Evaluate and improve

After a series of meetings, evaluate and improve your meeting facilitation skills and processes. You can use surveys, feedback forms, or self-assessments to measure the effectiveness and satisfaction of your meetings. This will help you identify the strengths and weaknesses of your meeting facilitation, and make adjustments or improvements as needed.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?