The perfect meeting to-do list in 10 key points
Here are the 10 key points to keep in mind to ensure that your meeting runs smoothly and is as effective as possible.
1. The name and type of meeting
It seems obvious, but giving a name to your meeting already gives it a meaning and allows you to clearly and efficiently circumscribe the subject. It is important to specify the format so that the participants know immediately what is expected of them. Ex: brainstormingproject launch, progress report, company reorganization, etc.
2. Date, time and duration
Setting a date and time - and sticking to it - is crucial so that all participants can plan and prepare this meeting in good conditions. Unless it is a plenary or business unit meeting, a week in advance is ideal. This way, everyone can have a clear view of their own schedule and organize themselves within a comfortable timeframe. As for the duration, don't forget that the more time you have to accomplish a task, the more time it takes. It is up to you to determine the most efficient timing and to control the discussions so as not to exceed the allotted time.
3. The place and the necessary material
- "Is this the Buenos Aires room?", - "No, this is Rio!" To avoid wasting anyone's time, remember to reserve a room in advance and don't change it! To be sure, choose a space adapted to your needs: number of participants, wifi connection, screen, video projector, paper board, natural light etc.
4. The list of participants to prevent
Before taking the plunge, think carefully about all the profiles that can bring added value to your meeting. We tend to surround ourselves with the people we get along with best, but they are not necessarily the best profiles! Choose them carefully according to the objectives to be achieved. Mixing profiles and skills is also an opportunity to involve and value your teams.
5. The structure
Nothing better a small introduction and well put together to launch the discussions and get your employees on board. Explain the purpose of the meeting simply and cheerfully so that everyone will want to join in. Then, remind them of the context so that they understand what is at stake and set clear objectives for the meeting. Why are we meeting? And where do we need to get to?
7. Number each part of the meeting with its duration and the speakers involved
To help understanding and facilitate the follow-up and the interactivity of the meeting, think of numbering the different parts and associate the collaborators who must speak and the expected duration of their intervention.
8. The "awareness" break
Often placed at the end of the meeting, this moment is dedicated to a topic related to the meeting, or even completely different. The objective is to take advantage of this moment of sharing to open minds and feed curiosities. A surprising, instructive breath of fresh air that is always much appreciated by the teams.
9. The conclusion
An important step not to forget is the conclusions of the exchanges. A quick reminder of the essential points to remember and the possible missions that follow for each person.
10. The report