by Deborah C. Washington

Created on: July 22, 2010

We’ve all been to those inefficiently run meetings, the ones that don’t pertain to us, go on and on and have people monopolize the meeting with needless comments or questions. Those are some of the obstacles that you will want to avoid in running an efficient meeting. By following these steps, you can be prepared to lead an effective meeting with positive results. Use the following check list to organize the perfect meeting. Write down your answers to these questions.

First, determine your goal. What do you wish to accomplish in this meeting?

Write an outline of everything that needs to be conveyed.

How will you be able to transfer this information to your audience? Will you need a special presenter, or can you present the information in an efficient manner? Do you want a co-leader or a team to present the information?

If you need a presenter, contact them as soon as possible. Convey your goal to this person concisely and in what time frame you would like it completed. You will want to speak to them to be sure they will be covering the information that you need presented.

 If you will be presenting, practice how you will communicate the information. Remember people learn by hearing, seeing and hands on participation. A mixture of these methods will help keep everyone’s attention. Be sure you know your material and are well prepared to present the information in a logical manner. Write notes on 3 x 5 cards or have the outline handy when you are running the meeting.

 Will you need handouts? Will you need a flip chart (and markers) or computer screen?  Will you need other items pertinent to the meeting to pass around? Will you want name tents for the participants? Will they need pens or pencils? If it is a long meeting, will you provide coffee, tea and water?

 Will you need to reserve a room for the meeting?

 Determine your audience. Only ask those to attend who will benefit from the information. If possible, try to give one week’s notice so they can plan their schedule. Tell them the place and time and how long the meeting will last.

 The day before the meeting, assemble all the necessary items that you will need to take to avoid any last minute running around for something. Be sure you have your notes or outline with the material.

 The day of the meeting, arrive 30-45 minutes ahead of time. Arrange your handouts in the proper order. Plug in any computers or devices necessary to present your information.

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