There are several key steps to ensure you’re ready for an effective meeting. No matter if it’s for a project planning meeting or an employee performance review, putting the time and effort into your preparation can make the difference between having a successful conversation and one that’s a waste of time.
Set the agenda and distribute any pre-reading materials that you’d like participants to review prior to the meeting. Notifying them prior to the meeting will ensure that everyone will have a good understanding of what’s coming up and will be able to participate effectively in the meeting. You can include them in your invitation or distribute them via internal communications. Be certain about what you consider a must-read versus what is nice to include.
Prepare for any obstacles that may be encountered during the meeting and come up with a plan on how to address these. If you do not wait until the meeting to bring up these issues, you’ll spend a lot of time trying to get everyone up to speed.
Don’t forget to set up an effective method of recording and sharing the minutes of the meeting and any other documentation. The process you have in place will help keep the momentum going following the meeting and ensure all participants are clear on what was discussed and decided upon during the meeting.
Make sure you have a list of key tips that will let everyone leave the meeting with confidence about what next steps https://medicalboardroom.com/smart-permissions-with-online-data-room-providers/ to take to move the discussion or project forward. This is the perfect way to conclude the meeting and make everyone feel like they are part of an integrated team that is capable of achieving its goals.