There are some key steps to ensure that you’re prepared for meeting successfully. It’s important to prepare for an effective meeting, whether it’s for a planning session or a review of your employees.
Create your agenda and share any reading materials you would like attendees to read prior to the meeting. Communicating these ahead of the meeting helps to ensure that everyone will have an knowledge of what’s to come and be able to effectively participate in the meeting. Include them in your invitation, or make them available via internal communications. Be specific about what you think is important to read versus what’s desirable to include.
Be prepared for any obstacles that could be encountered during the meeting, and prepare a plan for how to deal with them. If you do not wait until the meeting to discuss these issues, you could be wasting time trying to get everyone on the same page.
Don’t forget to create a system for recording and sharing minutes of meetings as well as other documentation. This will keep the momentum of the meeting and ensure that everyone can understand what was discussed and voted on during the meeting.
End the meeting with a list that includes key conclusions. This will make everyone feel more confident about the next steps to take the discussion or project forward. This is a great way to end the meeting and let everyone feel that they are part of a group that is capable of meeting the goals.