The best meetings create impact through careful consideration before they happen, involve the right people, require attentiveness during them and involve follow up afterwards.
Here are some things to keep in mind:
- Create a detailed plan. You already have an idea of what you want to accomplish, so now think about how you’ll tackle each point. Consider what resources or tools you’ll need for maximum productivity. Set time frames for each segment, including breaks. Once you’ve written down the plan, take a critical look at it. Can you realistically work through it within the allocated time and with the invited participants? It might be better to schedule multiple shorter meetings for more effective results, rather than cramming everything into one overloaded session with minimal outcomes.
- Send out the invitations and request confirmations. Include the agenda in the email, so the invitees know the meeting’s purpose and what to expect. This allows them to decide whether or not they’ll attend. Confirmations will help you determine who will be present and if your plan can be executed. Sharing the agenda beforehand also helps everyone stay focused during the meeting, leading to better outcomes. Additionally, send any reports, documents, or materials you want participants to review before the meeting. Clearly communicate if there’s anything specific they should prepare, so there are no surprises.
- Prepare yourself for the meeting. While all the previous points are crucial, it’s essential that you come prepared and deliver your part effectively. This shows respect for others’ time and appreciation for their attendance. Consider what materials you need to bring and ensure your equipment and software are working smoothly. Have a backup plan in case of any technical issues. Don’t assume everyone will bring the required documents, even if you shared them beforehand. Prepare a few copies to have on hand.
- Don’t forget about the follow-up. Plan what will happen after the meeting concludes. Sending a summary or minutes to all attendees is a good idea. Make sure everyone knows the meeting’s outcomes and the next steps to be taken. If you’ve scheduled another meeting, include all the necessary details in the follow-up.
