There are some key steps to ensure that you’re prepared to meet successfully. It doesn’t matter if it’s a project planning meeting or an employee performance review, putting the time and effort into your preparation will make the difference between a successful conversation and one that’s a waste of time.
Set your agenda, and send any reading materials that you would like participants to read prior. Communicating these materials before the time of the meeting will ensure that everyone has a clear understanding of the gathering and is able to contribute effectively. Include them in your invitation or make them available via internal communications. Be clear about what you consider important to read versus what’s useful to include.
Consider the potential obstacles that may be encountered during the meeting and formulate a plan of action to overcome them. Refraining from bringing these issues up during the meeting could result in the waste of meeting time as everyone tries to get up to speed on an issue that could have been addressed prior to the meeting.
Don’t forget to create the process of recording and sharing the meeting minutes as well as any other documentation. This will keep the momentum after the meeting going and ensure that everyone understand what was discussed and agreed upon during the meeting.
Also, ensure that you have a list of the key tips that will let everyone leave the meeting feeling confident about what the next steps are for progressing the discussion or advancing the project. This will be an excellent way to conclude the meeting, and make sure that everyone feel secure that they are part of a cohesive team that is able to achieve the goals.
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