Staff meetings must be run efficiently and effectively. Otherwise, they can become a boring, frustrating waste of time.

Whether they are held to address operational, business-planning or strategic issues, and whether they are regularly scheduled or one-off, “meetings must have a clearly defined purpose,” says Craig Hayman, principal with Edward Jones in Mississauga, Ont. “Staff must know why they are attending.”

Keith Wu, vice president and regional product strategies director with Franklin Templeton Investments Corp. in Toronto, agrees. “There’s nothing worse than having a meeting for the sake of having a meeting,” he says. “An efficient meeting will ensure staff is engaged.”

Here are four tips on running an effective staff meeting:

1. Set a formal start and end time
If you need to meet once a week, set a regular meeting schedule and stick to it, Hayman advises.

For example, setting your weekly staff meeting for Monday mornings between 9 a.m. and 10 a.m., helps ensure staff will always be aware a meeting has been scheduled and eliminates the need for reminders.

“People need to anticipate the meeting and come prepared,” Wu says.

And be sure to end your meetings promptly on schedule. Some meetings will drag on if you don’t pull the plug. “Be respectful of people’s time,” Hayman says.

2. Use an agenda
Create a meeting agenda that outlines the purpose of the meeting and the issues to be discussed.
The agenda should be “clear, simple and action-oriented,” Wu says.

Let your team have input into the agenda. Developing the agenda collaboratively allows staff members to have a clear understanding of the purpose of the meeting, Hayman says.

Distribute a meeting agenda beforehand.

Record decisions made by the team during the meeting and ensure that follow-up items are placed on the agenda for discussion at future meetings.

3. Appoint a chairman or chairwoman
The person appointed to chair the meeting should ensure the meeting flows smoothly, keep the meeting on schedule and control discussions if necessary.

The role of the chairman or chairwoman, Hayman says, should be to facilitate, rather than to advocate. He or she should also ensure adequate time is permitted to cover each item.

The chairman or chairwoman should contribute last and not attempt to influence the discussion.

4. Try to involve all attendees
Each staff member should be given the opportunity to express his or her point of view, Hayman says. “People feel good if they are included,” he says. “Otherwise, they become less engaged.”

Adds Wu: “Everyone needs to play a part to make meetings successful.”