Effective Steps To A Better Meeting

Before the Meeting

• Plan the meeting carefully: who, what, when, where, why, how many.
• Prepare and send out an agenda in advance.
• Come early and set up the meeting room, if needed (chairs, media, etc.).

At the Beginning of the Meeting

• Start on time.
• Get participants to introduce themselves and state their expectations.
• Clearly define roles.
• Review, revise, and order the agenda, as needed.
• Set clear time limits.
• Review action items from the previous meeting.

During the Meeting

• Adhere to the agenda.
• Identify action items, assign responsibility and timeframes.

At the End of the Meeting

• Review action items.
• Set the date and place of the next meeting and develop a preliminary agenda.
• Evaluate the meeting.
• Close the meeting crisply and positively.
• Clean up the room.

After the Meeting

• DOCUMENT: Prepare the meeting minutes.
• Circulate and ask for feedback of the meeting minutes to ensure all are in agreement.
• Follow-up on action items and begin to plan the next meeting.

XL Environmental • Risk Control Division • 520 Eagleview Boulevard, PO Box 636, Exton, PA 19341 • Phone: 800-327-1414 • Fax: 610-458-7285 • xlenvironmental.com

XL Environmental is a division of XL Specialty Insurance Company.