An agenda acts as a guide to what needs to happen at a meeting, including the time allocated for each item on it. Keeping to time is an important aspect of running effective meetings. The agenda can act as a time guide, as long as:

• The meeting starts on time with, ideally, no recapping for latecomers
• People contributing to the meeting keep to the allotted time
• The chair controls/facilitates the meeting appropriately to ensure timings are in place and desired outcomes achieved. 

Basic ground rules governing behaviours within a meeting are essential. These should include timekeeping and the use of mobile phones. They may also include comfort breaks and interrupting when people are speaking.

The rules are down to you and the preferences of your team; your management style and organisational culture will influence them. Establishing basic rules will help to ensure objectives are achieved.

Everyone should be considered as an equal within a meeting. Leaders should set an example and act as role models to ensure high standards of conduct are adhered to, by not allowing sarcasm, belittling or shaming team members or other employees.

The chair should engage the group and encourage contributions from everyone, especially where certain members are dominating a discussion. If a meeting is very long or a topic has caused much debate – the body language within the group may provide a clue – a break may be needed. 

During a meeting, any agreed actions, accountabilities and timelines should be recorded so that those who will be accountable understand exactly what is required of them, and the parameters they are working to.

Recording can be completed by the chair, or the task delegated to another individual. 

Agenda items should be adhered to. Where participants stray from a topic, it is important that this is highlighted to keep to the agenda. 

If additional items need to be discussed, these should be noted and introduced at the end if time permits, or saved for another time.

This is particularly important where time is running out on a particular agenda item. Where this happens, a decision could be pushed for, the speaker hurried, or the discussion deferred for another meeting. 

Summarising when an agenda item is completed is a good way to ensure that the outcomes have been recorded and any agreed actions/timelines are appropriate for the people concerned.

It is also important to close a meeting with a summary of agreed actions and next steps. This should include informing attendees that the notes and actions of the meeting will be circulated shortly afterwards.