Meeting Etiquette: How to Plan a Successful Meeting in Agile Scrum

• Establish and clearly communicate objectives and outcomes to focus your participants and clarify what’s in and out of scope.
• The purpose of your meeting should determine the right attendees. Are you trying to brainstorm, solve problems or share information? Invite key stakeholders, decision-makers, and influencers when making cross-functional decisions that impact organization-wide processes. Unsure if a participant should join your meeting? Ask!
• People may come with their own agenda so clearly define the list of topics that need to be covered in the meeting.
• Make sure you allocate enough time to address each topic listed. If you have a packed agenda, consider scheduling two separate meetings. Want people to wait to ask questions at the end? Specify in your agenda when questions are welcomed, so people don’t interrupt you or try to jump ahead in the presentation.
• How many times have you received a calendar invite for a meeting that is set to take place in 30 minutes? If it’s not an emergency, give your attendees time to pick a day/time that works best for them. Although they may not have anything outlined specifically on their calendar, they could be working against a tight deadline that you’re unaware of. Be respectful and mindful of varying priorities. It can help to set a positive tone for your meeting.
• Provide relevant background information in advance if possible. If you have specific questions that you know you’ll need answers to during the meeting, send the questions beforehand. Ask participants to be prepared to talk about their answers. The more time you can spend getting active feedback or information from your meeting instead of having to explain information, the better.
• People get busy. People forget things. A gentle reminder that articles need to be read or worksheets turned in beforehand not only reminds people that they have a deadline but also reminds them of the topics that will be discussed. Sometimes email isn’t the answer – stop by their desk or give a quick call so that people feel more invested in your meeting.

Source- http://entelligence.com/meeting-etiquette-plan-successful-meeting/