1. Establish an agenda. Set the time. It is just as important to set an end time as it is the start time. Otherwise the meeting turns into a session that loses its’ purpose. Identify the leader and the participants and all should know what they are expected to bring to the meeting. Communication efforts that are not well planned in advance will only hinder the communication that takes place during the meeting.
  2. Maintain the focus of the meeting. It is not uncommon for meetings to be lengthy and meandering because participants are allowed to inject information or opinion that is not salient to the goal of communication that was identified for this particular meeting. A strong and determined leader is necessary for the most effective communication outcome.
  3. Finalize the experience! Summarize the results of the meeting before the participants depart. It is incumbent on the leader to complete this most critical step to successful communication. Highlight the information that has been shared. Thank the participants for their efforts and point out what the attendees are now to do with this information. Repeat clearly what decisions have been made. This is not a rehash of the meeting but the identification of any new responsibilities or deadlines that may have been imposed. Ask specific questions to establish that all attendees understand their specific goals and the time frames for completion or compliance. Point out what coordination may have to take place between individuals or departments. If important decisions have been made, set the time for the next meeting and clarify what is expected to be accomplished in the intervening period. Clarify any questions that have been raised.