How to Prepare for a Meeting

Two Methods:Preparing for a MeetingSample Minutes and Agenda

Preparing is very important in having a successful meeting. Meetings are also a major part of most careers, so it can be a big deal! Follow these steps to help encourage success in your next meeting.

Preparing for a Meeting

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    Knowing how to prepare for a meeting is important for all employees and critical for any manager or leader. Knowing when not to have a meeting is equally important.
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    Decide the type of meeting you are going to have:
    • Informational
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    • Creative
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    • Decision
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    • Motivational
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    Determine the roles and ask those participants to accept them. The roles are the following:
    • Leader
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    • Facilitator
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    • Recorder
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    • Timer
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    • Participants
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    Prepare a notice, this should include the date, time, agenda, and venue of the meeting. Distribute the notice to the members in good time for the meeting.
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    Attach the minutes of the previous meeting (if there has been one). This gives members the chance to bring up anything they do not understand or disagree with.
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    Get basic items in place. Set out chairs and tables before the meeting begins. Provide pens and paper for everyone. Place a pitcher of water in the middle of the table and put glasses around the table.
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    Call the meeting to order. This means the chairperson asks everyone to stop talking as the meeting is about to begin. Determine the quarterly goals for the team. The agenda is a list of the topics you'll address to get to that objective, with a time limit to keep you on track. For example: "1. Review the status of last quarter's goals (15 minutes), 2. Round-table suggestions for goals (20 minutes), 3. Pick top 5 goals (10 minutes).
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    Pass around the attendance book or sheet of paper and ask everyone attending to sign their names at the beginning of the meeting. These names will be entered in the minutes.
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    Ask the minutes secretary to write down the main points of the meeting for typing up later.
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    Ask if anyone has any other business, known as AOB, at the end of the formal meeting. Set a date for the next meeting and formally close the meeting.

Sample Minutes and Agenda

Sample Board Meeting Minutes

Sample Business Meeting Agenda

Tips

  • It is usual to appoint a chairperson at the Annual General Meeting (AGM). The chairperson conducts the meeting, makes sure the agenda is adhered to and ensures only one person may talk at a time.
  • If there is no elected chairperson ask if anyone present is willing to take on the role for the meeting.
  • For an informal meeting it is still a good idea to send out a notice so that people know the date and time to attend. At the workplace it may be sufficient to email members to ask them to attend an informal meeting.
  • The same applies to the minutes secretary.
  • These instructions apply to a formal meeting.
    • An agenda keeps the meeting tight and stops people talking about one particular subject for too long.
  • It is important to keep accurate minutes to avoid disputes in the future.

Warnings

  • The chairperson must have a strong personality in order to keep the meeting running fairly.

Article Info

Categories: Meetings