You have called the meeting – what’s next?

“…Meetings are not only one of the most important ways for employees to communicate within organizations, but they’re also the way that teams get their work done. Although individual team members work on tasks outside of meetings, team meetings give members the opportunity to come together to determine the team’s goals, its plans for achieving its goals, and who will do what — and when….” (Conducting Effective Business Meetings, Dummies.com)

If you ask for the meeting, then you are generally expected to be the host. What does this mean? What do you need to do? Whether it is a one-on-one meeting or with an entire team, here are some suggestions to get your goals met.

In person:
1. email an agenda ahead of time (not 5 minutes before, try 24 hours) with the time, location and topics that need to be covered
2. make sure you are meeting in a space that can accommodate the amount of people and any internet connection requirements you may have
3. have refreshments (water, tea, coffee)
4. have some extra pads of paper, pens available
5. be prepared to help keep the meeting streamlined and within the time allotted, keep people on track
6. afterwards, send an email to sum up the points, delegate the tasks and a reminder of the next meeting (this means you are the note-taker!)

Over the phone:
1. email an agenda ahead of time (not 5 minutes before, try 24 hours) with the time and topics that need to be covered
2. if it is a conference call, make sure to share the call in number and code
3. if it is a group call, be sure to introduce everyone on the call (name, title, position on the team)
4. be prepared to help keep the meeting streamlined and within the time allotted, keep people on track
5. afterwards, send an email to sum up the points and delegate the tasks (this means you are the note-taker!)

Side note: If you have not scheduled a meeting, be sure when you call or swing by their office unannounced that you ask if it is a good time, rather than launch right into your list. You never know if that person is preparing for another meeting, meeting a deadline or deep in “work-mode” and needs that time! A little respect can go a long way 🙂

Resources:
mindtools.com/CommSkll/RunningMeetings.htm
dummies.com/how-to/content/conducting-effective-business-meetings.html
smallbusiness.chron.com/prepare-business-meeting-454.html