Meeting Tips

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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


    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.

Advice From The Party Experts

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