How to Prepare for a Meeting

1. Preparation is Key

Rule number one: spend at least twice as much time preparing as the actual meeting duration. For a one-day meeting, plan at least two days for preparation. More time is always better.

2. Ensure All Logistics Are Taken Care Of

Book a venue that guarantees a 9+ experience, including the necessary technical infrastructure like an LCD screen and good WiFi. Work with the venue to arrange the culinary aspects of the day, including freshly brewed coffee, tea, soft drinks, and both sweet and savory snacks.
Send out invitations well in advance and don’t forget to include the venue address! Also, make sure the start and end times are clearly stated in the invitation and request that attendees stay until the meeting concludes.

3. Define the Agenda with All Participants

Ensure each agenda item is allotted sufficient time. Try to build a natural flow to the agenda, and avoid ending with the most important topic. You might need extra time if other topics take longer than expected.

4. Make Sure You Have Enough Time

It’s essential to have enough time to go through each topic calmly. Also, leave room for discussions on matters not covered by the official agenda. Some participants may meet for the first time and will appreciate the opportunity to network or discuss other issues. For multi-day meetings, plan the dinner carefully, and avoid trendy spots where the music is so loud that people can’t hear each other.

5. Ensure Every Agenda Item Leads to a Conclusion

…or at least confirmation that there is no agreement. There’s nothing worse than spending two hours in a meeting without any results.

6. Running a Meeting is Not a One-Man Show

As the facilitator or chairperson, your role is to serve the participants. Listen to everyone. Every participant has something valuable to contribute. Everyone is right, from their perspective. Show empathy.

7. Leading a Meeting is Intense Work

Ensure you get enough rest beforehand. Your enthusiasm and energy are contagious. If you’re energized, the participants will be too. Keep an eye on the meeting’s energy level and introduce energizers or activities if necessary.

8. Concluding the Meeting Is Just as Important as Starting Well

Make sure there’s enough time for a closing round, where participants can share if the meeting met their expectations, what went well, and what could be improved for next time. Don’t be afraid of criticism—each meeting is an opportunity to learn something new.
LOODS10 is happy to assist in ensuring your day runs smoothly so you can focus on other important matters. For more information, email info@loods10oudewater.nl

Source: Meetables