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.