A Good Meeting...Is it Possible?

I recently attended a project kickoff meeting with a federal agency client. The meeting was scheduled to last 8 (!) hours. There were 50 people participating -- my immediate reaction was to assume that the meeting would be long, boring, and chaotic. I showed up armed with my BlackBerry and some snacks to get me through the anticipated brain-drain of such a long meeting with so many people. As it turns out, it was one of the best run and effective meetings I ever attended. I will tell you why.

1. Detailed Agenda. The agenda was distributed in advance by the project manager so all the participants were clear of what would (and would not) be accomplished at this meeting. The agenda is the Playbill of the meeting. Without this, meetings can get sidetracked and become less effective.
   
   
2. Great Facilitator. The project manager did a great job of pacing the meeting. While she allowed discussion on the issues, she didn't let the group go off topic. She wasn't afraid to (nicely) cut off a discussion and to assign a group to follow up on the topic at a later date.
   
   
3. Clear Lines of Authority. The project manager began the meeting by introducing the decision makers and establishing the lines of communication. She clearly stated who could make decisions, who could not, and what channels to follow regarding communicating project issues.
   
   
4. Decisions were Made. Nothing is more frustrating that a meeting that doesn't resolve an issue and leads to ...oh no...another meeting. The project manager invited all the right decision makes who could on the spot make the call on any given issue. What satisfaction it is to leave a meeting with clear direction!
   
   
5. Repectful Audience. About a third of the meeting participants were affiliated with the armed forces, several were in combat fatigues. There was an air of discipline and respect that I rarely see in audiences. Only one person spoke at a time. People waited until a speaker finished before chiming in. There were no "side-bar" conversations. Even with 50 people in the room, and no mics or amplifying equipment, everyone could hear the speaker.
   
   
6. Climate Control. A room that's too hot, too cold or stuffy can be the kiss of death for an effective meeting. Make your audience comfortable and their focus and attention will last much longer.
   
   
7. Meeting Minutes. The project manager started the meeting by stating that the meeting minutes would be very important as they would memorialize all decisions made and would be refered to in future discussions. The participants tasked with keeping the meeting minutes asked questions throughout the meeting to ensure clarity in the documented minutes. Needless to say, I frantically took notes for those 8 hours to make sure I didn't miss anything.

I hope I don't have to sit through too many all-day meetings, but if and when I do, may they all be as organized and well planned as this one was.