Home > Employee Engagement, Engaging through Training & Development, HR Administration > Conducting an Engaging and Effective Meeting through Meeting Roles

Conducting an Engaging and Effective Meeting through Meeting Roles

Every meeting participant has a role to play to ensure a meetings effectiveness. Below are some tried and true roles that help to ensure your meetings are not only engaging and effective but also give employees a chance to assume some leadership responsibility for the meeting. This creates both an engaging and efficient meeting.


• Prepares the agenda
• Removes or adds items based on time constraints
• Determines the need for decision making regarding items in the agenda
• Validates decisions where necessary
• They are also a meeting Participant

Workshop Interaction Pic iStock_000016430947SmallModerator:

• The role of the Moderator is to determine the process to be used to reach the objectives of the meeting
• Asks for input for agenda items, and put together the agenda
• Distributes the agenda
• Keeps the meeting focused on topics being discussed
• Promotes participation and understands conflict resolution
• They are also a meeting Participant

Time Keeper:

• In advance of the meeting, establishes time intervals at which the Moderator/Facilitator wants to be informed on meeting progress (i.e. 15 minute intervals, 10 minutes to end time etc.)
• Advises Moderator when those time intervals are up
• Where instituted, keeps participant feedback/response time (i.e. two minute max)
• They are also a meeting Participant

Scribe / Resolution Writer:

• Documents all decisions and actions that have been agreed upon
• Encourages and presses group/facilitator for decisions where appropriate, once all opinions have been stated
• Provides review of Minutes to Facilitator
• Distributes reviewed minutes in a timely fashion (24-48 hours)
• They are also a meeting Participant


• Submits agenda items as necessary
• Comes to the meeting engaged, alert and ready to participate
• Shares opinions when asked for input and listens to others opinions when different from their own
• Respects time lines for agenda items and is conscious of time allotments
• Can take on another role as needed

It is important to ensure that all participants understand and appreciate the need for each of the respective roles. This will ensure alignment with the meeting goals and the processes in place to ensure they are achieved.

  1. April 2, 2014 at 12:31 am

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  2. April 15, 2014 at 9:18 am

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