Preparation for Meetings

No matter how informal the meeting, preparation in advance can improve the effectiveness of the meeting itself. When planning a meeting, visualize in advance how the meeting will unfold: who will stand where, how long the presentations will last, how the meeting will be organized.

Homework
When sending materials in advance of the meeting, be clear what home work you are asking attendees to do. For example, if you send a document for review, ask for comments on specific aspects of the document - different reviewers are asked to comment on substance, design, and editorial issues.

Arrangements
Choose a meeting location that suits the occasion - right size, convenient location, appropriate technological capabilities, proper ventilation, space to hang coats, etc. Then, make sure the room is outfitted with the appropriate amenities and equipment to make the guests comfortable and the meeting effective.

Sound. Test all microphones and amplification equipment before guests arrive. Stand in various parts of the room to be sure the sound is neither echoed nor muffled. Check battery levels on cordless equipment.

Supplies. Arrange for flipcharts and markers, notebooks, pens, sticky notes, pencils, nametags, podiums, projection screens, video equipment, and other materials required by the speakers. If the meeting is off site, it may be worth bringing your own meeting supplies if you are unsure about the venue.

Note taking. One person should be responsible for keeping an official record of the meeting. Designate that person in advance. Formal meetings may call for an audiotape record.

Refreshments. If guests are coming in from outside the organization, refreshments are in order. Order bottled water and a variety of other drinks and food that is easy to eat without spilling or leaving crumbs.

Breaks. Give attendees a rest approximately every 90 minutes. Some meetings may need only 5- to 10-minute breaks. If refreshments are served, a 15-minute break is typically needed.

Interruptions. If the room has a telephone, make sure it is set to "Do Not Disturb." If necessary, post a sign on the door saying a meeting is in session. Let support staff know what types of interruptions are permitted.

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