There is a secret recipe for running effective meetings, which boils down to how the AGENDA of the meeting is structured. When preparing a meeting agenda, assign each topic a category. Here are the four categories we recommend: 

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1. For Review

2. For Information

3. For Discussion

4. For Decision

The “For Review” category should be reserved for topics that call for reporting or review on topics from the previous meetings and action items. This section has to be brief. The “For Information” category should focus on new information that people/attendees might find relevant or interesting. This should be brief as well. 

The “For Discussion” category should be reserved for the questions that call for insights, planning, conversation and real thought on the topics of interest and development within the team. Finally, the fourth category “For Decision” should be focussed on concrete decision items. Decision items that call for changes in policies or procedures, items that calls for vote within the team members. 

These categories will help the project managers run various meetings (including DSUs, Program/Project status update meetings). Additionally, these categories would help the people in the meetings understand the stakes for a given topic on the agenda - that way they can prepare their insights accordingly, knowing where to invest more time and thought so that they can participate more purposefully. 

Additionally, don’t forget to follow generic guidelines for running the meetings in a succinct manner: 

• Only have meetings when absolutely necessary: Before you schedule a meeting, ask yourself if there is another way to communicate with your team or achieve your desired outcome. For example, could you send an email, have a one-on-one conversation, or use a project management tool to collaborate? If you decide that a meeting is necessary, invite only the people who need to be there. The more people in a meeting, the harder it is to stay on track and make progress.

• Start and end on time:  Respect your team members' time by starting and ending the meeting on time. If you need to reschedule the meeting, let your team members know as soon as possible. Identify why and adjust your future meetings if the meeting runs over time. For example, you may need to shorten the agenda or invite fewer people to the meeting.

• Encourage participation and collaboration: One of the most important things you can do to run an effective meeting is to encourage participation and collaboration. This means creating an environment where everyone feels comfortable speaking up and sharing their ideas. You can ask questions, listen carefully to responses, and avoid making assumptions. Be respectful of all viewpoints and avoid dominating the conversation.

• Take notes and assign action items: Take notes during the meeting and assign action items to team members. This will help to ensure that everyone knows what they need to do and that the project stays on track. After the meeting, send all team members a summary of the notes and action items. This will help keep everyone informed and ensure the project is on track.

Here are some additional tips for running effective meetings:

• Use a timer to stay on track.

• Take breaks if the meeting is long.

• Use visual aids to help illustrate your points.

• Be prepared to answer questions.

• Be flexible and willing to adjust the agenda as needed.

• End the meeting with a clear next steps plan.