Presentation by Sofema Online: How to make your meetings more effective - Considering Meeting Preparation.

A meeting is only effective if we can deliver actionable outcomes. Every meeting should have an agenda that should focus attention on the key elements of the meeting.

Considering the Purpose of The Meeting

Understanding the purpose of a meeting might seem like a given; however, for many people attending meetings, there is a realization that they neither contributed to the value of the meeting nor received value from their attendance.

Once you understand the purpose of the meeting in detail, then it is possible to fully understand how you should engage with a meeting – to attend, to nominate a representative (Why?) or to decline (Why?)

What is the meeting for? Does it potentially solve a problem or provide information related to important business activities?

Effective Meeting Preparation

Once we accept the purpose of the meeting, we can focus on the need to build a meeting agenda.

Preparation of the agenda requires the detailing of the reason for the meeting together with a list of items that need to be discussed.

Discussion items should be presented in a structured and logical order.

Ensure that there will be sufficient time to discuss all the points (or arrange for additional meetings)

Note: It is important that we conduct meetings in the most effective way, and as such, shorter, structured meetings are often more effective.

Inviting Meeting Attendees

Invite all attendees and ensure formal acknowledgment and confirmation of attendance.

Note: For the meeting to be both effective & ultimately productive, it is important to invite attendees who are going to directly impact the objectives of the meeting.

As a measure of success, all meeting attendees should be in a position to actively contribute to the meeting content (others can always be briefed as to the discussions, developments and outcomes of the meeting)

In addition to ensuring all attendees are fully briefed regarding the agenda, ensuring that they have had the opportunity to read any associated material will improve the effectiveness of the meeting. (The more time which is available to review pre-meeting material, the better.)

Note: This is not always possible when meetings are held at very short notice.

Final Preparation – Print additional copies of the meeting agenda to make available to meeting attendees.

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