10 Tips for Meetings
June 10th, 2008 | by Simon Rattray
Hosting a meeting can be an important exercise for any business, so you will want it to go well. Choregus has assembled some useful hints and advice that should ensure your meeting runs smoothly.
1. Choose a location that is best suited to all attendees and make sure everyone who is in attendance has a map. Sounds obvious but if it is the first time people have visited the location they could easily get lost.
2. Have flexibility, do you need everyone to attend, could some people video conference or telepresence. Think about people’s workloads and traveling times.
3. What sort of room do you need – a giant boardroom for just a few people would not be appropriate. Do people need to face the presenter or talk face to face?
4. Pre-book any VDU equipment, ensure you have enough power sockets etc
5. Very important - Brief those who are attending - Why is the meeting being held? What are the objectives? Create an agenda and stick to it.
6. Arrive in plenty of time so you can check equipment, chairs etc
7. Allocate time for each point of the meeting, try to stick to the alloted time. If you are falling a long way behind you can always schedule another meeting.
8. Ensure that minutes are taken. These need to be approved after the meeting.
9. Sum up the meeting by briefly stating what has been agreed / achieved and what the next course of action is.
10. Ensure the minutes and summary are distributed asap after the meeting
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