Rules for Running and Meeting Agenda Template


9 Important rules for running a meeting - how to run a meeting, make it more productive and stop time wasting and boredom.
Importance of good communication at those meetings. For guidelines on what should go into a meeting agenda template click here.


Rules for running a meeting

Rule 1:
The first step to having an effective meeting or presentation that begins with the attendees. The meeting should have a focus and a purpose. Plan the meeting see strategic plan example for planning tips. This is one of the basic rules for running a meeting.The employees that are needed to reach the intended result in the meeting should be invited so the meeting should be scheduled at a time that they can be in attendance.

Rule 2:
Use a meeting agenda to ensure that the meeting stays on track. This can also serve as a reminder of all of the topics that need to be covered.

Rule 3:
Prepare the agenda and send it to attendees in advance. Providing the agenda in advance of the meeting will allow them to think about the topics and to develop ideas prior to the start of the meeting. You may find that the ideas that result are much better when the participants come prepared. Also see strategic plan example and how to write an outline.

Rule 4:
The agenda should include a detailed list of topics that will be reviewed and the person/persons responsible for each task. It should have a date that the topic was added to the meeting and a place to put updates on the topic.

Rule 5:
Meeting notes (minutes) should be taken during the meeting (this is usually assigned to a particular person for the entirety of the meetings) and they should keep order of any updates for each area.

Rule 6:
The person hosting the meeting is responsible for keeping the meeting on track. That may mean ending side conversations by moving on through the agenda.

Rule 7:
Express the guidelines of the meeting to the participants at the beginning of the first meeting. They should be told that the meeting will only cover the items that are included in the agenda. If other topics need discussed they should address it with the meeting organizer prior to the meeting so that their subject may be added.
This is another reason that providing the agenda to the participants prior to the meeting is a good idea. They will have the opportunity to add subjects to the agenda if it is necessary and it follows the intent of the meeting. Much needed pieces of information can be brought to the table if the people that are attending have time to think about the subject.

Rule 8:
Make the meeting interesting with creative presentation ideas and
ice breakers staff meetings. Use various types of effective communication to keep participants engaged.

Rule 9:
The last of the rules for running a meeting, and maybe the most important, is to keep the people in the meeting involved so they feel as if their time is being used wisely. If a particular meeting will pertain to a subject that only a few people are involved in you should let the others know that they do not need to attend. This not only allows the meeting to flow but it will show the others that you respect their time and know that they have other areas of responsibility that they need to attend to.

Nearly every employee has attended a meeting that feels like a waste of time.

You know, those meetings that where nothing ever gets accomplished and the meeting gets off track quickly and does not regain focus.

Not only does this take away from any production that may be accomplished during the wasted meeting time but it also leads to a loss in motivation in the attendees.

When the appropriate rules for running a meeting are in place, the meeting will be more focused and things will get done. The employees will leave with a sense of direction and be motivated to get on with their day.

Meeting agenda templates below give tips on compiling an agenda. This outline can be adapted for any type of meeting.


Meeting agenda templates outline

Meeting agenda template example

Meeting name

Meeting called by

Type of meeting


Note taken

Time keeper


Please read

Please bring

Agenda Items

Discussion Topic ________ Person presenting _____ Time allocated



Special notes

Fun debate topics and good persuasive topics

› Rules for Meetings

Communication Methods and Tools

Employee Engagement



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Communication in an organization is essential for behavior modification and to create awareness on a variety of staff issues.quoted text