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It explains how leaders can define purpose and outcomes, assign meeting roles, and use a structured agenda to make meetings more effective. It also covers pre-meeting planning: selecting an appropriate format, clarifying goals and deciding whether a meeting is necessary, choosing time and location (in-person, virtual, or hybrid), and preparing and distributing an agenda in advance to support preparation and progress.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":11,"@type":70,"position":76},"https://docshare.wps.com/template/presentations/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/conducting-productive-team-meetings-1-introduction-before-the-meeting/254532/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/conducting-productive-team-meetings-1-introduction-before-the-meeting/254532.png","ImageObject",442,249,{"name":88,"@type":89},"Bintang","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-29","2026-09-13",true,{"@type":98,"interactionType":99,"userInteractionCount":15},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What should leaders establish to make meetings more effective?","Question",{"text":108,"@type":109},"Leaders should establish a clear sense of purpose, identify desired outcomes, assign meeting roles, and set a structured agenda to guide discussion and decisions.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"How can teams decide whether a meeting is necessary?",{"text":113,"@type":109},"Before scheduling, identify the reason for meeting and list the top objectives. 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Baker, Matthew Gold, Sarah A. Bush, Laura L. Greenhaw, and Rachel Biderman2  \nIntroduction  \nIndividuals who are responsible for running meetings and facilitating teamwork should encourage timely, consistent, and clear communication of goals and expectations. Oneof the more common ways teams engage and communicate across Extension is through meetings. Regular meetings are part of the processes and procedures (Beckhard, 1972) that keep teams on track and enable them to meet their goals. This publication outlines tips and strategies for team leaders running meetings.  \nHow can leaders create productive meetings to achieve success? Kayser (2011) suggests that meetings can be made more effective if leaders establish a sense of purpose, know the desired outcomes, assign meeting roles, and set a structured agenda. Below are a few tips to ensure your next team meeting goes smoothly.  \nBefore the Meeting  \nDetermine meeting format. Larger teams may require amore formalized process for meeting and making decisions. For example, many organizations adhere to parliamentary procedures under Robert’s Rules of Order (Robert et al., 2020) for running meetings to uphold structure. This format takes a more democratic approach to discussion and decision-making. Smaller teams who might not need as much formality may allow free comments and input  \nor use a designated mediator or discussant. If informal procedures are used, teams should still create policies for decision-making (i.e., consultative, democratic/majority, or consensus voting, etc.) . It is important, regardless of the format you choose, for meetings to be held in a consistent way. This helps team members know what to expect and how to participate appropriately.  \nIdentify goals for the meeting. Before scheduling a meeting, identify why the team needs to meet and write down the top three objectives you need to accomplish (Sennett, 2021). If you are only sharing information, think about whether a meeting is the most productive forum. If a meeting is not necessary, consider an email or memoto share information instead. However, your team should also meet periodically to build relationships and increase cohesion (Franz, 2012) .  \nDetermine the time and location of the meeting. Consider what location best suits the intended outcomes and needs of your team. If activities are primarily discussionbased and meeting in person does not add value, consider conducting the meeting virtually using an online platform like Microsoft Teams or Zoom. For longer meetings that require more active participation, in-person meetings might be better. If you have team members locally and at a distance, a hybrid meeting with in-person and virtual options might be most effective. The location and time should  \n1. This document is AEC805, a publication of the Department of Agricultural Education and Communication, UF/IFAS Extension. Original publication date August 2024. Visit the EDIS website at [https://edis.ifas.ufl.edu](https://edis.ifas.ufl.edu for the currently supported version of this publication)[ for the currently supported version of this publication](https://edis.ifas.ufl.edu for the currently supported version of this publication). © 2024 UF/IFAS. This publication is licensed under CC BY-NC-ND 4.0.  \n2. Carrie N. Baker, graduate assistant, Department of Agricultural Education and Communication; Matthew Gold, master’s student and graduate assistant, Department of Agricultural Education and Communication; Sarah A. Bush, assistant professor, leadership education, Department of Agricultural Education and Communication; Laura L. Greenhaw, assistant professor, agricultural leadership, Department of Agricultural Education and Communication; and Rachel Biderman, M.S., Department of Agricultural Education and Communication; UF/IFAS Extension, Gainesville, FL 32611.  \n","cbCain5tRbXkJwaM","https://ap.wps.com/l/cbCain5tRbXkJwaM","pdf",559713,"English","# Introduction\n## Before the Meeting","[{\"question\":\"What should leaders establish to make meetings more effective?\",\"answer\":\"Leaders should establish a clear sense of purpose, identify desired outcomes, assign meeting roles, and set a structured agenda to guide discussion and decisions.\"},{\"question\":\"How can teams decide whether a meeting is necessary?\",\"answer\":\"Before scheduling, identify the reason for meeting and list the top objectives. If the goal is only information sharing, consider alternatives like email or memo; periodic meetings can still help build relationships and cohesion.\"},{\"question\":\"What pre-meeting steps improve meeting readiness?\",\"answer\":\"Choose an appropriate meeting format, determine time and location (in-person, virtual, or hybrid), and prepare and send an agenda in advance so participants understand expectations and can contribute effectively.\"}]","Conducting Productive Team Meetings 1 - Introduction - Before the Meeting | PDF",1789279349]