Important steps to hold an effective meeting

Theoretically, everyone know how to hold a meeting and even the process. The fact is that the more work you do before you walk into he room, the more productive and efficient you’ll be. Networking at meetings lays the groundwork for serious business deals, some of which are actually signed and sealed right there in the exhibit hall. The adage meetings mean business might sound like a cliché, but it’s the absolute truth of the matter.

Here is a checklist which will help you to put the pieces together in order to have a clearer picture in the foreground which will eventually help in an efficient and effective meeting:

Identify the purpose of the meeting

The first major point, What is the rationale behind holding a meeting. 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.

Develop a preliminary agenda

one of the major important aspects of a meeting is deciding its agenda. 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. It is laws better to have a clear picture of the timings and other details so as to minimize the confusion. Decide how much time to devote to each item and what order makes sense. The longer your meeting, the harder it will be for people to remain focused, so it’s wise to underestimate how much your group can cover in the allotted time.

Select the right participants

Being set the goals of the meeting, ascertain who can help you in the process. Identify key decision makers, people who are knowledgeable about (or have a stake in) the topic at hand, those who need to be informed in order to do their jobs, and anyone who will be required to implement decisions made. Include enough people for barin storming.

Decide where and when to hold the meeting and confirm availability of the space

One of the things which is of absolute importance but is sidelines many a times and the results are hence not very satisfactory. The meeting space helps to set the tone. Do you want your meeting to be informal and intimate? Choose a small room and set the chairs up in a circle. Formal and rigorous? A conference room will probably work best. Will participants be attending virtually? Make sure your equipment allows everyone to hear, participate, or see people in the room (if using video conference).

Send the invitation and preliminary agenda to key participants and stakeholders

Nothing can make a meeting flop than the participants who are not prepared for it. Set the agenda and the details in advance to avoid any such circumstances.

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