Meetings are a standard part of every organization, but they often feel too long and end without clear or useful results. Below are a few tips that I hope you will find helpful for making your next meeting more productive.

Save meeting time for important deliberation and decision-making only: distributing information, making announcements, and trading gossip should be done using other means.

Create a realistic and useful agenda: for each item include a practical allotment of time, some key background information, and the key questions to be answered, e.g. what is our policy related to this matter, what are some potential solutions, or what is our plan for action.

Have all your information on hand: have at least one person responsible for bringing and organizing by-laws, policies, budgets, minutes, and other organizational documentation to be easily referenced throughout each meeting.

Use concise point form in your documentation: make it easy for members to skim and reference backgrounders, reports, plans, minutes, and other written materials before and during meetings.

Allow the Chair to interrupt speakers: establish meeting rules that include the option for a chair to interrupt a speaker and ask if they are on subject, being concise, or repeating already stated points.

Share the responsibility for effective chairing of the meeting: everyone present should work to ensure that the meeting follows the agenda and that discussion stays constructive and on topic.

Push for concrete outcomes: while deliberative process is important, your organization needs a clear direction to move forward. Throughout the meeting drive discussion towards answering the key questions, documenting decisions, and delegating action items.

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