Any effective business meeting needs good meeting planning. There are some advisements and practical tips to help you organize business meetings successfully.
■The Purpose of the Meeting
Everyone must know the purpose of the meeting—why the meeting is held. Every discussion and resulting decision must have a related action to be taken. Members should be aware of their responsibilities, authority and powers, as well as the limits of this power. Every meeting should end with definite plans and duties to be carried out by the members within a set time frame.
Any attendee knows that there must be order if there are to be accomplishment. If the meeting members lose sight of the plan, time is easily wasted and interest can fade quickly.
■Common Meeting Essentials
Every meeting set over a given term may have its own specific aims, discussions, and even its own atmosphere, but all meetings share some common ground. The group and its members must:
◇Know where they fit in the working of the organization as outlined in their constitution and by-laws.
◇Be familiar with the objectives and goals of the organization and work toward them in all activities.
◇Set consistent meeting times, dates and places suited to the work to be done.
◇Allow every member to take an active part in the discussion and agenda.
◇Accept ideas and views from all sides of an issue without personal criticism.
◇Record minutes and actions to be taken between meetings.
◇Effectively utilize everyone’ s time.
◇Agree to certain specific desired outcomes from the meeting.
◇Oftentimes assess progress to measure validness.
■Planning and Execution
Following an efficient process is of the greatest importance to a successful meeting.
◇A quiet room is a must. The meeting place should be prepared well before members arrive. Keep track of the members and make sure there are enough chairs for everyone of them.