Closing the Meeting

There are three useful indicators facilitators can use to determine the appropriate time to bring a meeting to a close:

When the scheduled closing time has arrived. Even if the group’s discussion has been fruitful, it is good to bring the meeting to an end on time. Otherwise, comments may drift and members may become resentful and antsy. Unless people express the willingness to continue the discussion, the meeting should be brought to a close at the agreed upon time noted in the meeting agenda.

When the group lacks resources to continue. There may be times when the group cannot accomplish its goals effectively because they are missing valuable information, necessary leadership, or further direction. When the group lacks the resources to continue, it is wise to adjourn the meeting and postpone discussions until the necessary resources can be secured.

When the agenda has been covered. It seems obvious that a meeting should adjourn when its business is finished, but group leaders and facilitators often fight the urge to “drag out” discussions until the official end time. Remember, meeting attendees have allowed a specific amount of time from their day to attend the meeting. However, it is unlikely they will feel slighted should the meeting end early. Most group members will appreciate brevity and respect for their time.

How to Close the Meeting

When you have determined it is time to bring the meeting to an end, offer a verbal time cue to indicate the meeting is coming to a close. A warning allows the group to appropriately wrap-up discussions and provides everyone a chance to provide their final remarks. For example, a simple way to offer a kind verbal warning might be, “We have about 15 minutes before the meeting is over, so let’s wrap-up our discussions of the event budget.”

It is also important to provide a succinct summary of the meeting’s accomplishments and any future actions. Offer a review of what information has been conveyed and what decisions have been made. Then, remind members of any new responsibilities or actions decided during the meeting.

Finally, offer the group a sincere “thank you” for their time and attendance. You might also want to offer individual recognitions for those who played specific roles (e.g. discussion leaders, contributors, etc.) or provided input during the meeting. Group members will appreciate the acknowledgment of their efforts.

The end of a meeting is typically never the end of the discussion on a given topic. Particularly when groups engage in problem-solving, meetings may be scheduled ongoing for weeks, months, or even years until an appropriate solution has been implemented. Teams also need to plan for follow-up discussions to ensure group goals remain on track.

Conclusion

We have explored many factors influencing group interaction and communication in workplace meetings. Group work in meetings can be productive, but as you’ve learned they can be a drain on group members’ time and productivity. Facilitators working in large, contemporary organizations should also understand the benefits and challenges that come with diversity of group members. Careful planning, identifying a clear purpose, and setting a realistic agenda will not ensure a successful meeting. However, effective communication and facilitation skills will help bring group members together, tap into creative potential, and create a meeting atmosphere where organizational members can thrive.