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How many hours each week do you spend in meetings and how much of that time is productive?
Here are some guidelines on making meetings work for you, whether or not you are the chair.

Who are all these people?
Before the meeting starts, basic introductions are useful. In many organisations, people might not know each other even if you know them all.

Why am I here?
It is always useful for participants to be aware of why they are at a meeting beforehand so they can prepare, or say that it is not appropriate for them to attend. Clearly communicated agendas are vital. There is nothing worse than being in a meeting where you cannot contribute anything and there are other things burning a hole in your desk. If you have a weekly meeting for a reason, check that the reason is still valid – and only attend if you think you can contribute something. Sadly, the more paranoid among us may believe that non-attendance equals a black mark. Fight this feeling.

Some meetings are about progress being made; some concern new projects and some, dare one say it, rapidly dissolve into gossip. Most meetings have elements of all the above, which is fine as long as they are not confused. So, don't gossip when you are supposed to be problem-solving and don't brainstorm when you are supposed to be updating a project.

Who's the boss?
Big meetings can encourage people with equally big egos to go into "look at me" mode. If it is your meeting, then chair it properly and remember you're in charge. If people want to take things over, they can call their own meeting.

How long do I have to sit here?
Meetings should have an agreed start time and an agreed end time. That way people will be focused and decisions will not be tacked onto the last three minutes of a four-hour meeting.

What did we agree?
The prime skill of a chair is to ensure that at the end of a meeting individuals are all clear about what will happen and what tasks have been allocated to whom, with timescales. You don't need lengthy minutes; action points are sufficient.

Goodness, is that the time?
Sorry, I can't tell you any more; I've another meeting to go to.