This PPT slide, part of the 30-slide Complete Toolkit for Improving Meetings PowerPoint presentation, outlines a framework for optimizing meeting effectiveness, structured around the "40-20-40 Rule." It emphasizes the importance of preparation, execution, and follow-up, assigning specific weightings to each phase. Preparation is given the most emphasis, accounting for 40% of the meeting's success. Key actions include distributing the Terms of Reference (TOR) and agenda, assigning roles such as Owner, Chairperson, Scribe, and Coach, and ensuring that all necessary documents are shared in advance. This sets a clear foundation for what the meeting aims to achieve.

Execution is allocated 20% of the focus. It stresses that all participants share responsibility for maintaining meeting efficiency, not just the Chairperson. Clarity in roles and responsibilities is crucial, as is reviewing the TOR and agenda during the meeting. This phase also includes a recap of the previous meeting's action items, ensuring continuity and accountability.

The final 40% is dedicated to follow-up. This phase is critical for maintaining momentum post-meeting. It involves updating the electronic action log promptly and ensuring that participants are accountable for their assigned tasks. The action log should be reviewed at the beginning of the next meeting to highlight overdue items and acknowledge completed tasks. This structured approach not only enhances meeting productivity, but also fosters a culture of accountability and continuous improvement among team members.

Overall, the slide serves as a practical guide for organizations aiming to refine their meeting processes, ensuring that time spent in meetings translates into actionable outcomes.

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