Tips on Running a Smooth, Panic-free Meeting

By Heather Intihar, CA and Ed Scheck, FCA

Running a successful meeting will stress out the most seasoned of presenters. There’s always concerns about technical snafus or losing your audience.

The keys to running a meaningful and engaging meeting are good preparation, a strong presentation and lots of participation.

Here’s how to make sure you’re mindful of both:

Preparation:

• Distribute the agenda a week (if possible) before the meeting, so everyone arrives prepared
• Test your audio-visual equipment before the meeting, and leave it turned off when not in use
• Survey the meeting room and consider assigning seats
• Prepare follow-up questions and discussion points, in case discussion fizzles

Presentation:

• Make use of other speakers to prevent monotony
• Indicate only 1 person should speak at a time
• Break every 90 minutes
• Start an agenda list on a flip chart as ideas come up so that you don’t have to remember everything that’s been said
• Make eye contact while speaking
• Don’t look at the screen to read points as you present
• Don’t read every line of the PowerPoint, rather summarize your comments after the audience has read the material
• Use humour to reduce tension and improve communication

Participation

• Build discussion by asking open ended questions rather than making statements
• Don’t display a mountain of slides and overheads – it can be overwhelming
• Let it be known that it’s okay to disagree
• Canvas input from those who do not speak up
• Thank individuals for their participation