Before the Meeting:

• Be clear on purpose and aims
• Create the agenda
• Schedule the meeting
• Ensure that agenda is posted and sent out
• Ensure that appropriate supporting information is circulated in time to be useful
• Ensure that room arrangements (including refreshments) are made
• Arrange for recorder (and supplies such as flip chart, markers, etc)

During the Meeting:

• Start meeting on time
• Ensure quorum (if required)
• Review agenda
• Keep discussion focused on agenda items
• Encourage full participation
• Help group come to decisions
• Summarize decisions
• Agree on action plan - point person and what needs to be done by whom by when
• Draft agenda for next meeting(s)

After the Meeting:

• Ensure that minutes are produced and promptly distributed, including to guests
• Ensure that agenda, minutes and meeting and supporting documents are kept together and archived as required
• Check to ensure that action is taking place as agreed

Office of Quality Improvement, University of Wisconsin-Madison, 2002