1. Decide who should attend the meeting.2. Schedule a time for the meeting.3. Make clear what the meeting is about.4. Schedule how long the meeting will take.5. Schedule a place for the meeting.6. Plan an agenda.7. Distribute the agenda well in advance of the meeting.
When the meeting starts:
There should be one person in charge who manages the meeting and facilitates discussion.
The meeting leader should stimulate and clarify communication, summarizing points made.
If more information is needed for making decisions, schedule another meeting with homework assignments.
At the end of the meeting clarify what has transpired and what the next steps are.
Distribute a summary of decisions reached at the meeting, including the date and time of any future meetings.
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Nika Frolova , Human Resources Manager , KSB Service LLC and KSB Middle East FZE
You have to cover all the basics from reviewing the content of the meeting to accommodating the attendees.
- Make sure meeting objectives are clear and concise.
- Determine whether it's necessary to meet at all, or whether you can accomplish your objectives in another way.
- Choose the right meeting location — one with the right number, size, and shape of meeting rooms.
- Make sure that you know and understand all the services provided by the facility, as well as its cancellation policies.
- Invite only the people who need to attend.
- Gather exact contact information for everyone involved in the event.
- Stick to the set meeting agenda.
- Evaluate the meeting or event after it's over.
