Another Handful of Tips 23 – Meeting Preparations
Five of the best tips when preparing for your next meeting
The success of a meeting depends on planning.
1. Plan well
Before you call a meeting answer several questions. “Do we need a meeting?”; “What type of meeting?”; “What do we hope to achieve?”; “Who can contribute?” “Where will we hold it?”
Draw up an agenda with items in a logical sequence.
Allow time for a meeting to settle before introducing serious business.
Save any good news for last so people leave on a positive note.
2. Time is valuable
Meetings are expensive when you consider the salaries of participants, travel costs and the loss of work-time.
Get a reputation for starting and finishing on time. (Encourage people to arrive early by starting with tea or coffee.)
Keep the meeting focused on the agenda items at all times. Don’t get sidetracked.
3. Make the most of the talent and experience present
Select participants who can offer experience and advice.
(The fewer people attending , the easier it is to reach a consensus.)
4. Record decisions
If decisions are made they must be perfectly clear, who does what by when.
Agreed tasks must be recorded in the minutes and
follow-up notes sent to the people involved.
5. Improve each meeting
Get feedback as soon as possible. Record helpful suggestions to remind you how to improve your next meeting.
“People want to be wanted. Make the most of talent and experience and give credit for good ideas.”
SOURCE:“Persuasive Ways” published by Moss Associates Ltd, New Zealand and in Chinese by Shanghai People’s Publishing House and as “Secrets of Persuasion” by Cengage Learning Asia.Also available as an e-book from Amazon.com.