Determine the objective - A clear goal will set the tone for the meeting and determine its direction. Your goal should be specific and measurable. If you're expecting attendees to brainstorm, ask each participant to arrive with a list of ideas.
Ask yourself if a meeting is actually necessary - Meetings can be expensive. To calculate the precise cost, multiply the hourly wage of each person present by the length of the gathering. If your objective can be met through e-mail, conference call, Skype, or even a quick one-on-one discussion, skip the meeting altogether.
Invite decision-makers -The most effective meetings involve stakeholders to ensure decisions can be made immediately. If a key decision maker is unavailable, ask a subordinate to attend. Ideally, this person will be able to speak for their supervisor and at the very least take notes and report back.
Set a time limit and stick to it - Time is money. Attention spans are short and time is valuable. The most productive meetings start on time and end on time.
Prioritize the agenda - To ensure that the highest priority objectives are met, discuss the most pertinent issues first. That way, if someone needs to step away or leave the meeting early, you'll still have accomplished your main goals.
Wrap it up clearly - At the end of the meeting, quickly reiterate any decisions, deadlines, and clarify any follow-up action required. All meeting participants should understand exactly what is expected of them. Schedule any follow-up meetings immediately.
For more information about our Business Etiquette & Professional Development Training, please visit our website: www.itsallaboutetiquette.com or contact us at 480-510-6346.
