For some people running a meeting is second nature, but if you’re like the rest of us, you cannot run a meeting on short notice. So as a facilitator, how do you prepare to run an efficient, solution focused and productive meeting? It’s simple, right? Not really. Here are few things to consider as you as you begin planning your meeting.
Preparation is Key
You have probably heard the phrase “Luck is what happens when preparation meets opportunity.†Well this applies to most if not all things in life, including meetings. The more time you spend preparing for your meeting, the more likely that the meeting will be productive.
Your preparation for your meeting begins with a clear and concise agenda. This means the discussion items should be relevant and specific to your targeted audience.
Do your Homework
Take a significant amount of time to study your material for the meeting. Make sure you understand all aspects of the topics to be discussed. If you are not clear on an issue or topic, reach out to a subject matter expert in your organization for clarity. Don’t leave this for the last minute.
Invite the right people
Don’t invite people to your meeting if they are not involved or required to work on your specific project. Likewise, don’t omit invitations to participants who are part of your project or those that have information needed for your project. Schedule and send out the meeting invitation as early as possible; this will give your participants enough time to review the agenda and give suggestions for other topics for discussion. This will also give your participants ample time to prepare for your meeting and the opportunity to let you know if they can or cannot attend. If key participants are unable to attend, re-schedule the meeting to a more convenient time.
Honor time
Always start your meeting on time and as you are running the meeting, avoid wasting time chatting on topics that are not relevant to the meeting. You can use our meeting software to track your progress and assign tasks right at the meeting. This will help you to stay on task and also to keep your participants engaged.
Wrap Things Up
When you your meeting is over, to be sure to send out the meeting minutes along with assignments and follow topics for your next meeting. Our software allows you to do all this in one place without having to send out multiple emails and documents.
Now you have all the tools you need to run a productive and efficient meeting. Give it a try!