How to Prepare for a Meeting Successfully

There are several key actions to ensure you’re prepared for an event that is successful. The preparation is the key to an effective meeting, whether it’s a project planning session or a review of your employees.

Set your agenda and communicate any reading materials you would like attendees to read prior to the meeting. Communicating these ahead of the meeting can ensure that everyone will have an idea of what’s in store and be able to effectively participate in the meeting. You can include them in your invitation or send them out via internal communications. Be clear about what you consider an essential read and what you consider desirable to include.

Prepare for any obstacles that may be encountered during the meeting and create a plan of how to handle these. Waiting to raise these issues in the actual meeting can result in the waste of time, as everyone is trying to be up-to-date on an issue that could have been resolved beforehand.

Don’t forget to establish an appropriate procedure for recording and sharing minutes of the meeting and any other documents. Having this in place will help keep the momentum going after the meeting, and will ensure everyone is clear about what was discussed and decided on during the meeting.

Finish the meeting by making an outline of the main conclusions. This will allow everyone to feel confident about the next steps needed to take the discussion or project forward. This will be an excellent way to conclude the meeting and make all attendees feel confident that they are part of a unified team that can deliver on its objectives.

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