Meeting & Study Guide

  Be Prepared For Meetings How to Lead Productive Business Meeting

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  Meetings Agenda

   Prepare Well

 

  

Meetings: The Benefits and the Costs
 
 

Prepare Well
 

Inform The Participants

    Participants need to be informed about your meeting well in advance. Be sure that the time, location, and purpose are made clear. Also, establish a firm time, at which the meeting is scheduled to end. The tone, the wording, and the method you use to announce your meeting can affect the attitudes participants bring to it.  They can be informed by memo, by telephone, or in a personal conversation. But whenever possible, the invitation should be personal.  

Consider the difference between a telephone call from a secretary :  " The boss wants you in a meeting on Tuesday " : and a personal invitation from the boss : " Say, we'll be going over this at a meeting on Tuesday. I'd appreciate it if you would come in and help". In one case, the participant comes in under duress : in the other, the participant comes in expecting to contribute.

 

Start Fast
 

Stay On Track
 

Close Decisively
 

Visual Aids
 

Problem And Cause
   
 
 

Always, whether the invitation was made personally or not, provide some written notification that will serve as a reminder to all participants. Often, the announcement need include only a statement of the purpose of the meeting, the date, schedule, and location.  But giving additional details may encourage participants to contribute much more productively.  For example, if they have reports or data available that might be useful, participants should be requested to bring them. If they will be expected to make spoken reports they should be given time to prepare.  If you will be attempting to solve a specific problem, they should be given an opportunity to think about the problem and begin formulating solutions and contingencies in advance.           

Participants also need to know of any special arrangements : "Lunch will be served" or "We have to stay on this one until it is solved.  Be prepared to work well into the night."   It's also useful to send participants any reference material that will help them prepare - minutes of the previous meeting, sales figures, recommendations of a consulting firm, or perhaps an article from a business magazine reporting on how other companies solved a similar problem.  Be sure to provide participants with the single most important piece of information - a concise statement of the purpose of the meeting.

Using An Agenda.

    In meetings that must cover several issues quickly, agendas are essential.  Your agenda is a list of several statements of purpose for meetings within a meeting.  Use it to keep your meeting moving forward.  If other, non-agenda issues are introduced, insist that procedure requires they be placed at the end of the agenda. Use your agenda as a guideline and schedule to keep your meeting moving forward.

The Meeting Planning Form.

    The essential steps in meeting preparation are outlined on the Meeting Planning Form, you are encouraged to copy the form or revice it as necessary for your own meetings.  Use it to help you prepare for every meeting. 

 

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