Good meeting preparation includes having an agenda. You now have all the mains parts of a good agenda:. Why share the agenda in the calendar invite? Well, often people don't see the agenda until they show up in a meeting, which gives them no time to prepare their thoughts.
Other times, an agenda is shared in an email, or in chat, or alluded to in conversation. Having the agenda outside of the calendar makes it much harder for someone to match it to the meeting. Ready to send out that invite? Hold on there, cowboy! Look at your attendee list and think carefully about who needs to be invited to your meeting. Look again and see if you've doubled up by inviting people who bring the same knowledge or decision-making power to the meeting.
Who else can you cut? When you send the invite, if at all possible, schedule the meeting so it's clustered around other meetings for your participants—although not so many hours of meetings they're likely to be exhausted. This shows respect for your attendees because your meeting is less likely to split their focus. This can also improve engagement at the meeting. At the end of your meeting, all action items should be assigned to a directly responsible individual DRI.
In theory, everyone understands that preparation can make or break an important meeting. But who has the time to properly prepare? Our checklist makes meeting prep quick and easy—be sure to print it out or save it for later. Each step is described in more detail below. Do you need to make a decision, solve a problem, rally the troops, or inform your team about a new initiative?
Clarifying the purpose of your meeting is the first and most important planning step—this will drive all of the other elements of your prep. Lay out a sequence for the meeting. Plan time for a brief introduction to provide context, and for a discussion of next steps at the end. Decide how much time to devote to each item and what order makes sense. Once you have successfully identified the purpose of the meeting, you can easily drive the meeting to end. The purpose also enables the person to get ready for several other things included in the checklist.
If you have not designed checklist yet, you can reconsider the purpose of the meeting and everything will be prepared by itself. If the meeting is not much important, you can skip the meeting or if you have some methods of communication such as phone call, email etc. Laying out the sequence for all the tasks to be accomplished in the meeting is also a special thing.
You should plan time for each and every activity of the meeting so that the meeting can be ended in the specified amount of time. With checklists, we can prioritize the topics that need to be discussed first without worrying about skipping the other topics.
With effective checklists, we can be more productive because we are already aware on what to do next as well as the number of pending tasks forgetting what to do next wastes a lot of time. With checklists, we can also delegate some tasks to others such as in preparing the necessary equipment for the meeting. We are more motivated when we have clear picture on the things that we need to do.
Aside from being a reminding on the tasks that we need to do in the future, we are also reminded on the tasks that we have already accomplished.
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