Meetings are an essential part of any organization – they create a platform for exchanging ideas, updating on progress, and fostering collaboration. However, it is crucial that meetings run smoothly and efficiently, starting from the moment they are called to order. This article will provide you with a step-by-step guide on how to call a meeting to order.
1. Preparation

Before the meeting, prepare an agenda outlining the topics and issues that will be discussed during the meeting. Make sure that you have invited all the relevant stakeholders and have circulated the agenda beforehand.

2. Start on Time

Punctuality is critical for establishing an orderly and successful meeting atmosphere. Ensure that the meeting begins promptly by preparing the room in advance, setting an alert or reminder for participants, and starting the discussion as scheduled.

3. Establishing Order

As the chairperson or meeting facilitator, it is your responsibility to establish order at the beginning of the meeting. You can do this by:

a. Welcoming attendees: Greet attendees and thank them for their attendance.

b. State the purpose: Clearly state the objective(s) of the meeting so that everyone understands what is being discussed.

c. Outlining house rules: Set ground rules for the meeting, such as limiting speaking time or using a pre-selected format for discussions.

4. Reviewing Agenda Items

To keep things running smoothly, review agenda items at the beginning of your meeting. Briefly explain each topic or issue and provide additional context when necessary.

5. Seeking Approval of Minutes

Seek approval for minutes from previous meetings (if applicable), asking if there are any revisions or corrections needed before they can be approved as a true record.

6. Encouraging Participation

For effective discussions, encourage everyone’s participation in your meeting – give equal opportunities to speak and invite less vocal members to engage, especially those relevant to the current discussion.

7. Focusing the Discussion

As the meeting proceeds, make sure discussions are centered only on the issues at hand. Gently steer participants back on track when conversations deviate from the designated topics.

8. Summarizing Points and Decisions

After discussing each agenda item, take a moment to summarize the key points made and any decisions reached during the conversation. This ensures that everyone has a clear understanding of the outcomes.

9. Closing the Meeting

As you approach the end of your meeting, review any action items assigned and deadlines set, then express gratitude to attendees for their participation. Formalize the closing by stating that the meeting is adjourned, officially signaling its end.

By following these steps, you will be able to call a meeting to order effectively and guide it towards productive outcomes. As a result, participants will feel more engaged and meetings will contribute positively towards your organization’s goals.