As a security team leader, there’s one thing you have in common with every other manager in every organization around the world: You need to run effective meetings. Whether you oversee a cybersecurity team at a multinational company, set priorities for maintaining perimeter or facility security, or lead an entire security operation at a small to midsize business, clearly focused team meetings are the best way for you to understand your current security posture and get the information you need to address concerns.
However, it’s far too easy to let hectic day-to-day tasks interfere with longer-term initiatives, and you may not have taken the time to reexamine how you’re conducting these regular consultations. To help, we’ve created this handy checklist to help you make the most of your security team meetings.
Before the Meeting
- Plan carefully:
- Who is required to attend; whose attendance is optional;
- What topics need to be covered; and
- When and where the meeting will occur.
- Coordinate the agenda with other relevant management in the organization.
- Send an agenda to the security team and other interested parties 3 to 5 days before the meeting.
- Seek approval of the agenda from participants (review, revise, and reorder the agenda) if required.
- Establish meeting management ground rules.
- Review minutes from the last meeting, and follow up on the status of any pending actions.
- Arrive early and set up the meeting room.
At the Start of the Meeting
- Start on time.
- Set out the ground rules for the meeting.
- Establish a common focus on content and process.
- Introduce new members and guests.
- Define and agree upon roles and responsibilities.
- Set clear time limits for agenda items.
- Review remaining action items from the previous meeting.
During the Meeting
- Keep the discussion open and balanced while remaining focused on agenda items.
- Focus on each problem in the same way and with the same amount of time.
- Focus on the resolution of problems.
At the End of the Meeting
- Establish action times and responsibilities.
- Set the date and place of the next meeting, and develop a preliminary agenda.
- Close the meeting efficiently and positively.
- Prepare meeting minutes.
- Distribute/post minutes.
- Follow up on action items.
- Begin planning the next meeting.
With these meeting leadership best practices, you can ensure that your next security meeting will be focused, productive, and dedicated to completing the tasks at hand and improving processes for the future.