Meeting Planners - 4 Steps For Planning An Effective Meeting

Attending meetings can be as hairy and nerve wracking as charging down a bobsled run. However, as much as they are hated, they are an integral part of running any successful business. They provide an opportunity for staff to plan, make decisions, problem solve, brainstorm and discuss h new ideas. They also provide a system in which your staff can gather as a unified team to pursue common goals. Done correctly, meetings, like a run down a bobsled track can be a worthwhile, enjoyable experience.

Here are four tips that could help your next meeting be described as the "champagne of thrills":

1.Get the right start

The secret to a great bobsled run is what goes on before-the focused, concerted effort to get the sled going. The secret of effective meeting is similar. More often then not, most of the work is done before the meeting rather than during it. Begin planning for your meeting with the end in mind by determining its goals and objectives. Meetings often fail because they were not planned properly ahead of time, and had no clear objectives and prepared agendas. Defining the objective and purpose of the meeting allows you to determine who should be invited. This include those who have something to contribute or gain from the discussion as well as those who will implement the policy decisions that are made. Consideration should also be given to the make up of the group in terms of age and gender mix, international component and languages spoken.

2.Get on the sled

Now that you have the sled rolling, it's time to get on for the ride. To the untrained eye, getting on the sled looks like one action, however there are a few things that the sledders have to do in order to have a successful run. The same is true for planning a successful meeting. Consider these steps.

• Decide on date and venue for the meeting
  • Make sure the date you select doesn't coincide with any other major company function or national holidays. Choosing a venue may be as simple as complex and involved as booking a hotel ball room and a block of rooms or as simple as reserving the conference room. Ensure that the meeting space has all the equipment and space you need for a comfortable meeting environment. In order to save yourself from the embarrassment of technical difficulties, make sure that you verify that all the essential AV equipment is available and that you know how to operate them or at least have someone who does.
• Draft an agenda
  • An agenda is an essential ingredient for an effective meeting. It allows people to know what to expect and helps you to organize every aspect pf the meeting from topics to speakers to visual aids to breaks.
• Notify the participants
  • You can do this in person, in writing or by e-mail. Make sure this is done well in advance of the meeting so that attendees will have the time they need for scheduling and preparing themselves to make their attendance worthwhile.
• Make the final preparations
  • Double-check all arrangements

3.Navigate the turns

Once you're on the sled, know that it is heading down the track. You have to become adept at navigating the turns to ensure that you have a smooth and successful run. Here are some ideas that will ensure that you guide your meting to a successful conclusion:

• Manage the discussion
  • Keep the meeting moving constantly in the direction of your objective. This may include asking questions, balancing the discussion between opposing points of view, using gentle reminders to keep people on track and watching the clock to make sure the meeting finishes on time.
• Hold the attendees attention
  • Use visual aids, such as a blackboard, a flip chart, an overhead projector, charts, movies, slides, videotapes and transparencies, audience participation, comic relief or even periodic breaks.

4.Glide up the braking stretch

As you glide up the braking stretch it time to start assessing you run down the track. Like wise draw your meeting to a close by assessing whether or not the objective was reached. If it wasn't, restate what is needed, how it will be accomplished or who will provide it. If you achieved your objective, then summarize the points that were covered in the meeting and what course of action if any needs to be taken as a result.