If you’re conducting a meeting, start by clarifying its purposes and anticipated outcomes. Ensure that participants are acquainted with one another and that they understand each member’s role and responsibilities. If you’re conducting a virtual meeting by videoconference or telephone, make sure to introduce everyone involved so that all participants know who is attending and can identify anyone who speaks.

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In addition, carefully manage the group’s communication so that everyone sticks to the agenda. If the discussion starts veering away from the agenda, redirect attention back to the plan. Watch or listen for people who are dominating the discussion, and encourage quieter members to provide their input. Pay attention to how much time the group is spending on each agenda item, and keep the discussion moving forward so that all items get covered. If a particular task needs more detailed conversation, suggest covering it in a separate meeting. Designated meeting leaders ensure a satisfying meeting experience by encouraging the group to help manage the discussion (Lehmann-Willenbrock, Allen, & Kauffeld, 2013). Group members can do this by keeping track of time, speaking up when the discussion gets off topic, and offering to take notes.

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Finally, end the meeting by summarizing key decisions, identifying actions that must be taken, and clarifying who will be responsible for carrying out those actions. Taking time to do this is a type of perception-checking (Chapter 2), which clarifies points of confusion or misinterpretation.