Use these practical examples of phrases, sample comments and templates for your performance review, 360 feedback survey or manager appraisal.
The following examples not only relate to developing effective meeting skills but but also planning meetings, setting agendas, taking minutes, delegating tasks, chairing effectively, and generally holding successful meetings.
Example Phrases to say:
“You’re doing great”:
- You are effective at communicating and asking the correct questions during meetings. Keep this up!
- You use a range of facilitation tools which makes it really easy for you to manage your information and to share it with others.
- You are often really well prepared prior to every meeting. It really shows when you’re communicating to the rest of the team in the meeting.
- When you need to hold a meeting, you diligently send meeting requests and book the necessary meetings rooms. You allow time for people to prepare adequately. Well done!
- You never get interrupted by technology and often to leave your phone and ipad off during meetings. This is an excellent way of minimising distractions and I urge you to ask your colleagues to do the same thing.
- You regularly ask people to participate by asking them questions and getting them to engage with one another. This is a great way to create an inclusive team and ensures enthusiasm as everyone feels equally responsible. Well done!
- You always ensure that meeting rooms are properly equipped and well prepared. Great job!
- You’re really good at scheduling and coordinating many meetings at once and you always ensure that you are well prepared for each meeting. Well done!
- You exercise sound judgement when preparing agendas for weekly meetings. Great job!
- You always find appropriate places for meetings. You know that it is important to have privacy and the meeting must be in a quiet area.
"You should think of improvement":
- Often it’s not clear what decisions are made after meetings.
- When you hold meetings, it is really important that you clearly state what the objectives and purposes of the meeting are.
- You tend to lack the basic knowledge of event and meeting planning principles. Ask HR for some tips and techniques of how to improve these skills.
- There seems to be quite the lack of clarity around who is organizing the meeting and for what purpose. Make sure you communicate this clearly and precisely.
- You tend to get quite distracted by technology in meetings and you barely participate. Try to leave technology out of the room during meetings.
- As the chairperson of the meeting, you tend to dominate and close down other people's contributions. Remember meeting is a collaboration of people and not about one person. Try allow others to contribute.
- You often have to refer back to someone who is not present and therefore cannot effectively comment on any of the meeting procedures or discussions.
- You have the tendency to always arrive late for meeting, while insisting that your colleague arrive on time. Try respect the time of others and be consistent with your time.
- Often meetings start after the start times. It’s important to keep to the allocated time to ensure everything is covered.
- The chairperson often lacks control of the meeting and allows one or two people to dominate the proceedings. Try control these people more often as it is often that meetings don’t go as planned.
"Tips to improve":
- Try arrive at every staff meeting on time and always make sure you are well prepared. This will ensure that meetings will go smoothly in the future.
- Remember to respect other people's time by always arriving on time or five minutes before the scheduled event.
- Always make sure that you take notes that require further discussion so that you can easily follow up.
- Remember to list all the task that are generated at the meeting. Make sure to write down which person is assigned to do what, and when the deadline is for each task.
- Remember to ask the others in the meeting for their point of view if there are individuals that are dominating the meeting.
- If you notice the meeting is deviating off topic, try steer it back to the important topic being discussed.
- At the end of each meeting, quickly sum up what was said and make sure everyone understands what is required of them. Make notes to send to colleagues after the meeting.
- During meeting, try observe the participants body language. if they portray boredom or appear uninterested, maybe you need a break?
- During the meeting, try take the time to analyze how effectively you are running it. If there is enthusiasm, on point discussion and interest, it's a good sign you have successfully lead the meeting.
- At the end of the meeting, quickly summarize what the next steps are and inform everyone that you’ll be sending them a meeting summary to their email addresses.