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
- Projector screens
- 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.
- Send out a meeting notice and agenda well in advance.
- Be sure your meeting notice includes all of the key information: Include the
- Meeting date
- Starting and ending times
- Location with directions or access instructions
- Proposed agenda
- 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.
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