Planning a Meeting With Everyone

Planning a Meeting

With everyone sending e-mails back and forth and calling on their cell phones, they forget the importance of a well-run meeting. There are certain steps that should be followed to make sure the meeting goes orderly, all business is covered, and everyone has an opportunity to be involved.

Make sure that the meeting is necessary before setting a date and contacting others. Too often, meetings are held when the information could have easily been communicated with e-mail, a telephone conference or written communication. Also only invite individuals who are most involved with the agenda, so others do not have to spend valuable time on something that does not concern them directly.

Establish the reason for meeting. The biggest mistake in planning a meeting is not to answer this question right from the start. This can lead to a vague and unfocused meeting that lacks organization and yields no specific return on time invested. Instead, the goals need to be spelled out from the start. Thus, carefully list the objectives and what needs to be accomplished.

Set an agenda based on these objectives and make sure that it is followed carefully by everyone attending. The agenda should also have a time frame, so participants know how to plan their time accordingly.

Provide the necessary materials and information required for discussion. If there is a great deal to read, send the materials to the participants prior to the meeting. Make a list of specific questions to be covered.

Set the date of the meeting at a time that is best for most of the participants. There is no way to accommodate everyone, but check with them first and try to get a few dates that are open for the majority of people.

Find ways of getting everyone involved and participating. If there are individuals who like to control the meeting, it is best to say at the beginning there is only so much time for each person to express his or her thoughts. In small groups, you can go around the table and have each participant say something. In larger groups, try to draw out individuals you know who are usually quiet but have some valuable comments to make.