Meetings that generate more hot air than meaningful decisions are the
businessperson's bane. The culprit is often poor planning. Do your
groundwork to set up an effective meeting.
Instructions
1. Clarify the purpose of the meeting. If you can't figure out what you need to accomplish, you shouldn't be calling a meeting.
2. Prepare an agenda with the focus stated in a single sentence at the top. If someone else is preparing the agenda, contact him or her to add your topics. A first-rate agenda includes not only discussion topics and their time allotments, but also the names of attendees; the location, date and time; and a list of any background material attendees need to bring with them. Circulate the agenda in advance.
3. Make it clear that the meeting will start precisely on time. Establish a reputation as someone whose meetings begin (and end) as scheduled. People will respect you for it.
4. Appoint someone to document a record of decisions made, action items assigned and follow-up strategies agreed upon. Promptly distribute a copy to all attendees.
5. Leave time at the end of the agenda to evaluate the meeting: Did you achieve the objective stated at the start? How can you improve future meetings on this topic?
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