Effective Meetings Tips: In preparing for a meeting

By George begins this week by sharing tips on conducting more effective meetings. (We all spend too much time in meetings not to consider how to make them more efficient and productive.)

Here is the first of three posts this morning… tips in preparing for a meeting.

 

  • Determine whether there is a need for a meeting. Avoid a meeting if the same information could be covered in a memo, e-mail or brief report.
  • Set realistic objectives for the meeting. What information must be shared and what can be accomplished.
  • Have an agenda and circulate it prior to the meeting. Ensure the agenda expresses the objective of the meeting.
  • Circulate materials prior to the meeting, if there are articles or items that will be discussed.
  • Invite the correct people at the meeting those who have information to contribute or must follow-through on what is being shared.
  • Consider the physical surroundings of your meeting – a seating arrangement, writing materials and space, audiovisual aids including extension cords and outlets, refreshments, etc.
  • Prepare yourself and know the issues to be discussed. Consider print-outs and visuals.
  • If you are the chairman, you must: know the group, prep members prior to the meeting, set the agenda and plan ahead, prepare speaking notes in advance, be prepared to lead discussions – and evaluate the proceedings during and after the meeting.

 

Chris George provides reliable PR & GR counsel and effective advocacy. Need a go-to writer and experienced communicator? Call 613-983-0801 @ CG&A COMMUNICATIONS.

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