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Effective Meetings
Planning Guide
A
productive meeting begins in the planning stages. The
first thing to decide is this meeting necessary? Is
there another way to accomplish the desired outcome? If
a meeting is required, the following steps can make your
meeting more effective:
1)
Your meeting notice should include:
·
An
agenda
·
Length
of meeting
·
Desired
Outcomes
·
Bullet
points of agenda items and who will present these items
·
Meeting
room location
·
Phone
number of meeting planner
·
Meeting
pre-work
·
If
possible, send out presentation material prior to a
meeting to give participants time to review materials
2)
Remember to include travel time between meetings
3)
Consult attendees prior to scheduling a meeting over
potential conflicts with other meetings.
4)
Start the meeting on time
5) If
attending a meeting – BE ON TIME!
6)
Designate specific roles like time keeper and minute
taker
7) At
the start of the meeting, review agenda, desired
outcomes and ground rules
8) Use
flipcharts or other visual aids to track information
presented
9)
Recording your Progress
·
Summarize what was accomplished
·
Record
decisions made
·
Create
an action plan of items “To Do” and their deadlines
10)
Decide when group will meet next
11)
Conclude on Time |
