There is an old adage that goes like this “An an ounce of prevention is worth an ounce of cure.” This is the case for meetings, particularly when it comes to planning and preparing. The more time you spend in ensuring that your meeting is efficiently organized, the better it will be.
For brainstorming sessions, an update on a project, or even a phone call with a client there are a few steps that every meeting participant should take in order to prepare for the gathering. This article will provide simple guidelines to assist you in ensuring that the meeting you’re attending is productive and efficient.
Begin by determining the goal of the meeting. Then, decide on the most important discussions points and assign time slots to each. This will help you stay on the right track and avoid tangents which could distract the discussion. This will also help determine the length of your meeting.
The next step is to gather any documents that you will share during the meeting. These could include presentation slides reports, or other documents that will contribute to the discussion. The final step is to ensure that the documents are accessible to attendees. You can either include them in your invitation to join or share them via your internal communications channel.
Check the list of attendees and determine if everyone that has been invited to the event will have a role to play in the discussion. If not, eliminate any person with duplicate knowledge or the ability to make decisions. Consider naming a person directly responsible for each action item.
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