There are some key actions to ensure you’re prepared for a successful meeting. If it’s a planning meeting or a performance review, putting the time and effort into your preparation will make the difference between a productive conversation and a wasted one.
Set the agenda and distribute any reading materials you’d like your attendees to go through prior to the meeting. Communicating these documents prior to the meeting helps ensure that everyone has an understanding of the event and is able to contribute effectively. You can include these in your invitation, or even share them via internal comms. Be certain about what you consider an essential read and what you consider good to have.
Prepare for any obstacles that may be encountered during the meeting and create a plan of how to handle the issue. If you wait until the meeting to bring up these issues, you’ll spend a lot of time trying to bring everyone up to speed.
Don’t forget to set up the process of recording and sharing meeting minutes as well as any other documentation. This will help keep the momentum going following the meeting and ensure that all participants are aware of what was discussed and agreed on in the meeting.
Finish the meeting by making a list that includes key lessons learned. This will help everyone feel confident about the next steps to move the discussion or project ahead. This is an excellent way to conclude the meeting and make everyone feel as if they are part of an integrated team capable of achieving its goals.
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