How To Plan a Meeting

Face-to-face meetings are the best way to reach a decision that requires discussion. Great meetings don't happen by accident. They are a result of advance planning that considers the desired outcome of the meeting and the needs of meeting participants. Here are some planning steps you can take to make your next meeting truly terrific.

1. Understand the purpose and desired outcome of the meeting. These will guide every aspect of your planning. It they are undefined or vague, your chance of success is poor.
2. Invite appropriate people. Include only the people who are needed to achieve the desired outcome. These normally include stakeholders, decision makers, and information providers. Facilitators, recorders, and time keepers are important for meetings that involve long term planning, product development, or conflict resolution.
3. Schedule the meeting as far in advance as possible. The meeting announcement should be in writing and include the purpose, desired outcome, location, time, and anticipated duration of the meeting. Avoid scheduling meetings on the first and last day of the work week.
4. Contact each presenter in advance. Relay the purpose of the meeting and the knowledge level of the participants to the presenter. Confirm the time allotted for the presentation, the presentation format, and audio/visual needs.
5. Choose an appropriate meeting location. The meeting space should be large enough to comfortably accommodate the participants and contain needed chairs, tables, and audio visual equipment. Clean, convenient restrooms and a controllable climate are essential.
6. Develop an agenda. The agenda should state the location, start and end time, purpose, and desired outcome of the meeting. It should also identify the meeting leaders. Agenda items should be specific. Always include time for introductions, action items, and future meeting planning. A 15 minute break should be included for each 90 minutes of meeting time.
7. Distribute the agenda several days prior to the meeting. Request changes and additions to the agenda in advance. Make extra copies to hand out at the meeting.
8. Arrive early to set up the meeting room. Classroom style is NOT appropriate for meetings. Instead, arrange the room so participants can see each other. Conference tables are best for small groups. "U" shape tables work well for moderately sized groups, especially if presentations will be made. Table clusters work well for larger groups, especially if breakout sessions are planned.
9. Ensure that equipment is working. This is especially important with PowerPoint projectors, computer systems, and conference phones. Many meetings are sidetracked from the beginning by a prolonged and sometimes comical effort to get a presentation onto a screen or a speaker on the line.
10. Provide refreshments. Consider the preferences of your participants, not your own.