How to Prepare for a Meeting

Here is a quick check list to help you prepare and conduct a successful meeting!!

Difficulty: Moderate

Instructions

Things You'll Need:

• Paper
• Pen
• Cooperation from all participants
• Computer with internet to email out agenda

1. 
    

   1. Ask yourself whether it is necessary or not. If you are having a meeting to just impart information, don't waste people's time with a meeting. Send them a newsletter.

2. 
    

   2. Prepare a notice, this should include the date, time and venue of the meeting. Also include the agenda. Distribute the notice to the members in good time for the meeting.

3. 
    

   3. Attach the minutes of the previous meeting (if there has been one). This gives members the chance to bring up anything they do not understand or disagree with.

4. 
    

   4. Get basic items in place. Set out chairs and tables before the meeting begins. Provide pens and paper for everyone. Place a pitcher of water in the middle of the table and put glasses around the table.

5. 
    

   5. Call the meeting to order. This means the chairperson asks everyone to stop talking as the meeting is about to begin. Determine the quarterly goals for the team. The agenda is a list of the topics you'll address to get to that objective, with a time limit to keep you on track. For example: "1. Review the status of last quarter's goals (15 minutes), 2. Round-table suggestions for goals (20 minutes), 3. Pick top 5 goals (10 minutes).

6. 
    

   6. Pass around the attendence book or sheet of paper and ask everyone attending to sign their names at the beginning of the meeting. These names will be entered in the minutes.

7. 
    

   7. Ask the minutes secretary to write down the main points of the meeting for typing up later.

8. 
    

   8. Ask if anyone has any other business, known as AOB, at the end of the formal meeting. Set a date for the next meeting and formally close the meeting.

Tips & Warnings

• An agenda keeps the meeting tight and stops people talking about one particular subject for too long.
• It is usual to appoint a chairperson at the Annual General Meeting (AGM). The chairperson conducts the meeting, makes sure the agenda is adhered to and ensures only one person may talk at a time.
• If there is no elected chairperson ask if anyone present is willing to take on the role for the meeting.
• The same applies to the minutes secretary.
• It is important to keep accurate minutes to avoid disputes in the future.
• These instructions apply to a formal meeting.
• For an informal meeting it is still a good idea to send out a notice so that people know the date and time to attend. At the workplace it may be sufficient to email members to ask them to attend an informal meeting.

Resources

• How to Create an Agenda, Step by Step

[slphilbrick]

on 9/10/2008 Very concise and "time conscious" oriented article. Just the way I like my meetings to go !

[luv2blog]

on 9/9/2008 Great and very helpful.