By Alan Barker
A part of a sequence of pocket publications that goal to allow the reader to grasp a brand new ability in exactly half-hour, this article presents convenient tricks on establishing and getting ready for a gathering.
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Extra info for 30 Minutes Before a Meeting (30 Minutes Series)
15 minutes to go) Key questions Is the meeting room appropriate to your purpose? Can you adapt the room to meet your needs? Can you alter the layout of the furniture? Do you have all the equipment you need? Are you adequately prepared for technology: computers, telephone, video? The venue can have a powerful effect on the outcome of your meeting. You may be unable to do much about the venue of your meeting at this late stage, but some aspects may be adaptable. 35 35 30 Minutes Before a Meeting Preparing the venue Is the venue conveniently located?
A written agenda allows everyone to focus on what they are to do before, during and after the meeting. It acts as a plan of the meeting to help people prepare, an objective control of the meeting’s progress, and a measure of the meeting’s success. You are responsible for setting the agenda. After all, you’re calling the meeting. If you already have a written agenda, can you improve it in any way? If you don’t, it’s not too late to write one! A single piece of paper including the matters you wish to deal with, or a list on flipchart, is better than nothing.
Make it clear which item the meeting is addressing, and discipline participants who stray into other items. Refer to the agenda 44 44 How Will You Chair? Don’t start a new item before concluding the previous one Clarify the item’s purpose Identify the task leader Remind the group how much time is allocated. The task leader should now specify the task objective and the reasons for discussing it, the required outcomes, and the conditions of satisfaction: how we will know that we have achieved our goals.