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* Serving refreshments while a meeting is in progress is also a distraction. Set out refreshments before the meeting starts. Schedule breaks for refreshments if the meeting is to go on for several hours or a day.
* Make copies of all necessary papers. Passing around a single set of documents for everyone to read is highly unproductive. Yet, it's surprising how often something as simple as this is not taken care of.
* Stick to the point. Whoever is presiding over the meeting should be ready to intervene if someone is digressing from the topic. Beating around the bush is a huge time-waster.
* Minimize interruptions from other participants when someone is speaking. Others can respond when the person has finished speaking.
* All cell phones must be switched off. Calls on land lines should be deferred as far as possible.
* The meeting should end with a summary of the main points covered and the conclusions reached. You should also spell out who is responsible for each specific action to be taken, along with a timeframe. Later, a written communication covering all these points should go out to all participants.
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