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Meeting Tips

Once you have scheduled the meeting think about where you will be holding your meeting. Ask the following important questions:

  • Does the meeting location have all the chairs that you need?
  • Does the meeting location have the screen or projector?
  • Are you serving coffee or refreshments?

Don't forget to call AAA for items that could make your meeting a success. We stock a variety of meeting related items such as:

  • Classroom style tables
  • Banquet chairs
  • Coat racks
  • Easels
  • Projector screens
  • Lecternettes

Tips:

  1. Respect your colleagues' busy schedules. Don't schedule a meeting unless:
    • You really need the cooperation of several people at once.
    • The attendees must contribute to, or will be affected by, a vital decision.
    • You want various people to listen and respond to what others have to say.
  2. Send out a meeting notice and agenda well in advance.
  3. Be sure your meeting notice includes all of the key information: Include the
    • Meeting date
    • Starting and ending times
    • Purpose
    • Attendees
    • Location with directions or access instructions
    • Proposed agenda
  4. Conduct the meeting using good facilitation techniques. Here are some of the most effective techniques professional facilitators use:
    • Start on time; don't reward latecomers by waiting for them.
    • Decide on times for each topic and stick to them.
    • Follow the agenda; avoid hopping around.
    • Discourage side discussions.
    • Set a "no interrupting" rule.
    • Stop, repeat, and clarify the points people are making.
    • Test for closure before moving on to the next agenda item.
    • Record decisions, action items, and due dates for each topic.
    • Summarize the key decisions and action items before closing.
    • End on time.