Meetings are one of the most helpful ways to get business tasks done. They are great for coordinating responsibilities, generating ideas, and allow you to have critical time with colleagues and clients. However they can be time consuming and if managed poorly meetings can become a waste of time. It is therefore essential that meetings are run efficiently; this can be achieved by preparing an effective meeting agenda, this will ensure that you get the most out of your meeting.
Have you established your objectives?
Why are you holding the meeting? This is often a forgotten step and can immediately derail any meeting. Establish what you want to achieve and the ideal outcome. Whether you want to brainstorm ideas? Give your team an opportunity to discuss a new project? Or devise a solution to a business problem? It’s important to have a clear idea of what needs to be achieved before the meeting. This will allow you to decide if the meeting is required, who you want to be there, what equipment should be used and what type of meeting room is suitable. Your objectives are the basis of any agenda and should be constantly referred to before, during and after the meeting.
Invite required participants
Ensure only key people are invited
– Avoid too many in the meeting – this can prevent all from having a voice – Meeting will become too crowded and lose focus
– Too few attendees – meeting has a lack of AV Integrator rooms knowledge – leadership & skill and general input
Both hinder valuable discussions
Once you’ve determined who you want to attend the meeting, invite the participants. When sending out the initial invite inform them of the meeting’s objectives and ask them to let you know of any relevant issues they’d like to add to the agenda. Once you’ve received the replies take a look at what people would like to be raised and decide whether they fit the objectives of the meeting. Any issues that will cause you to get sidetracked consider addressing in another meeting or other appropriate forum.
By now you should have an idea of numbers and what you will need so that the meeting runs as smoothly as possible. Book a meeting room that is suitable. If you don’t have the facilities consider hiring a meeting room at a serviced business centre that caters for situations like yours.
It’s important to be realistic about the timing it takes to carry out each task of the meeting. Write down what you want to discuss and what others have asked to raise. Prioritise the agenda items and allocate how much time you want to spend on each. Allow for discussion time and breaks should your meeting be more than an hour. Make a timeline, which forms the bulk of your agenda.
Distribute the agenda
Send you agenda out as far in advance of the meeting as possible. Your agenda will need to include the objectives of the meeting, topics to be discussed, who will lead on each item and how much time will be dedicated to each topic.
This is extremely important as it gives attendees a better understanding of what they can expect to be achieved in the meeting, allowing them to come fully prepared. Provide full details of where and when the meeting will be held; if it’s offsite at a business centre include directions on how to get there. If equipment is required or certain tasks need to be completed before the meeting let attendees know as far in advance as possible. This will all save valuable time and allow your meeting to be as productive as it can be.