Meeting Principles

Yesterday I ran over a list from Esther Derby on how to improve meetings when you’re not in charge. Funnily I had compiled a similar list at our company some time ago divided into participant improvement actions and moderator improvement actions for meetings. The list is thought as a motivation compiled of optional things I can do to improve the meeting. The basic principle behind this is that I am allowed to do this and that with the intention if I’m not doing these things, I should not complain about ineffective meetings. Here is the list. I appreciate any kind of feedback.

As a participant of a meeting I am allowed to


  • … ask for a meeting agenda
  • … prepare contemporary for the meeting
  • … decline an invitation
  • … look forward to the meeting


  • … ask for an introduction of unknown participants
  • … reflect on the agenda and the goal of the meeting
  • … visualize
  • … value contributions of other participants
  • … get clarification on contributions of other participants


  • … offer appreciation to the moderator or facilitator
  • … work through the protocol
  • … reflect on the course of the meeting
  • … discuss personal discomfort

As a moderator/facilitator of a meeting I am allowed to


  • … provide a meeting agenda
  • … communicate intentions and goals of the meeting
  • … choose participants wisely and personally get in touch with them
  • … prepare myself for the meeting


  • … feel responsible for the success of the meeting
  • … welcome participants
  • … repeat the goal and the agenda of the meeting and ask for feedback
  • … help meeting participants work effectively and efficiently
  • … remind participants on agreed conversation rules
  • Wrap-Up

    • … ask for feedback on the grade of success from participants
    • … thank everyone for the investment of their time and knowledge
    • … take care to monitor follow-up actions
    • … reflect on personal facilitation and moderation abilities