Again, about effective meeting

In the last three weeks, our faculty meetings were better and more effective than before. I learn more about conducting effective meetings as follows:

• Two key people in a meeting are the chairman and the secretary. The chair leads the meeting and moderates discussions. The two roles should not be give to one person only.
• Important data to get from a matter: define what it is: a problem, an announcement, an order, a command or a joke? If it is a problem, then what is the real problem? What re the alternative solutions? What is the final decision? What is the action to be taken? When must it be accomplish? Give specific deadline? Who will do it? Give specific names. Never move to new topic without clear anwers to those questions. The minutes must document these impotant data.
• The chairman must have enough courage to terminate misleading discussions or interrupt someone who's talking too much and too broad than the focus, even the one is someone with authority. Of course, tactfulness and wisdom are crucial here. The chairman must make sure that the focus is maintained.
• The chairman is the time reminder. The chairman must strive to stick to the agreed time when the meeting must finish. Meeting is important. But too many unfruitful meetings make people crazy.

Have a nice meeting!