Here’s the part 2 of Conducting High Performance Meetings. Learn from a musical conductor ways to empower and motivate your team for an excellent performance. Set the expectation for excellence!

1. Begin and end on time Know how long the meeting will take, pace the meeting and end on time as promised.

Keep faith with the participants. Begin on the exact time specified even if everyone is not present. Do not penalize those who have arrived on time. If you communicate that you are not keeping your word as a leader with something as simple as a starting time, then how will your work be trusted in more important matters. Assign a priority for items in the session. Know which items to drop or postpone if the meeting is more complex than expected and begins to take longer than planned. Consider announcing “exact” starting times (not 3:00, but 3:02). Try it, it works!

2. Design ways to prompt input from each attendee If people have been asked or required to attend a meeting, then expect them to participate. Participating will validate each person’s part in the process and ultimately to the outcome. This principle will give each person ownership of the outcome. Give everyone an opportunity to “opt-in” for assignments then they own it.

3. Create a group list of “norms” for process together If the group meets on an ongoing basis or on a regular schedule, then it might be a good idea to develop a set of operational guidelines for how the group process works and how decisions will be made. (We agree to arrive on time, we agree to be prepared with assignments, etc.)

4. Record the group’s information where all can see Writing down ideas gives validation to the ideas contributed. A visual record will also remind the group of the data generated keeping data 8visible for making better decisions. Record ideas and concepts exactly as stated. Do not interpret or put in your “two cents worth.” Record first, judge or sort later – this is especially important when the material is sensitive, challenging or complex.

5. Stay in control of the meeting If a participant hijacks the meeting, take it back, gently. Do not allow any participant to ramble or give speeches that are unnecessary or lengthy. The facilitator must remain in control of the process and take it back from time to time.

6. Do not adjourn without setting accountability standards If actions are needed, assign responsibility and a completion date for each item. Good ideas will only materialize into results when they are a part of an action plan. Agree on the next step(s) or next meeting date before ending the meeting. As people are invited to attend the meeting they should be instructed to bring their calendars. This is one reason why. Affirm the participants and their contributions. Review the list of deliverables to validate your success. Celebrate!

Hugh Ballou is president of SynerVision International, Inc., an international consulting, coaching, and training practice in Blacksburg, Virginia. His unique insights for leadership training and teamwork come from his 40 years of experience as choral and orchestral conductor bringing harmony and synergy to group process. He is the author of 5 books, including Transforming Power: Stories from Transformational Leaders to Inspire and Encourage as well as numerous articles on Transformational Leadership.