Follow guidelines for requesting and holding a meeting to ensure it is productive and fulfills its objective. Requesting a meeting should be done through an email or calendar invitation. Select a computer program to send the invitation, using the organization's software or a common application available to recipients. For instance, Microsoft Outlook, Apple's iCal and Google Calendar all have options for sending meeting invitations. The invitation should state the purpose, time, place and participants of the meeting.

Plan your meeting ahead of time by outlining the main points and objectives in an agenda. Create handouts or a presentation, if necessary, to convey your information at the meeting, according to Chargris Press. Bring copies of any handouts or the presentation so those invited can remember all pertinent information. Bring a notebook and pen. Participants in a meeting often have questions and ideas. Jot down any thoughts that you have during the meeting to follow up with questions, answers or ideas at a later time.

If a participant comments or has a question, hold your answer until after the individual has finished. Make sure to answer politely because the participant may have missed or not fully understood something from the presentation, according to Psychology Today. Answer questions from participants that raise their hand rather than those who blurt out questions, and if there are comments that sidetrack the meeting, veer the conversation back to the objective and main topic. Since people usually are on a tight schedule, keep the meeting on track and end it on track and punctually. Most meetings should not run longer than an hour, according to GovLeaders.org

As participants enter the room, ask them to silence their cellphones and turn yours off so that no one will be distracted during the meeting. Distractions can make meetings longer and taking emails or calls while you are trying to answer questions or give a presentation is rude, according to GovLeaders.org. While cellphones and email are an effective way of communicating, they are not effective while you are addressing a group of people.

Wrap up meetings by summarizing what you want people to take away from the meeting and listing any steps you or participants should take to fulfill objectives. If possible, each participant should be accountable for something to help reach an objective. Describe what each person's role will be, when the individual's task should be finished and who the person should follow up with, according to GovLeaders.org.