U.S. Department of Health and Human Services
Indian Health Service: The Federal Health Program for American Indians and Alaska Natives
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Tuesday, November 25, 2014

Division of Diabetes Treatment and Prevention - Leading the effort to treat and prevent diabetes in American Indians and Alaska Natives


Making Your Meetings Work

Part 3 of Making Your Meetings Work web-based training. To access this training, please download Flash Player.

Video 1: Structured Meeting Example (7:18)

Video 2: Guidelines for Structured Meetings
Essential Elements

Structured meetings with a planned agenda can be utilized when many items need to be covered within one staff meeting. It is recommended to use this method sparingly and to inform the staff why this method is being used. Guidelines for a structured meeting with a planned agenda include:

  • asking for contributions to the agenda ahead of time.
  • circulating agendas a few days in advance, reminding people of their responsibilities for the meeting.
  • setting up a creative agenda. Rather than “old business/new business”, consider the following:
    • item
    • purpose (discussion, announcement, decision-making, problem-solving, getting reports)
    • timeline for this item
  • recording all decisions and delegated tasks for action items.
  • making each new agenda closely follow the previous one. Require that any items delegated have time-lines to be followed.

Sample Format:

Item Purpose Time Allotted
1.                           Discussion              minutes
2.                           Announcement              minutes
3.                              
Decisions/Person Responsible
Quick Facts
  • Ask for items ahead of time
  • Agenda includes the item, purpose and time allotted
  • Record decisions
  • Delegate tasks for follow-up


Division of Diabetes Treatment and Prevention | Phone: (505) 248-4182 | Fax: (505) 248-4188 | diabetesprogram@ihs.gov