How to Prepare for a Meeting Successfully

There are some essential steps to ensure you’re ready for an event that is successful. It doesn’t matter if it’s a project planning meeting or a performance review, putting the time and effort into your preparation can make the difference between a productive conversation and a wasted one.

Make your agenda, and send any reading materials you’d like your attendees to read prior to the meeting. The communication of these materials before the time of the meeting will ensure that everyone has a clear understanding of the event and can contribute effectively. Include these in your invitation or share them via internal communications. Be certain about what you consider important to read versus what’s useful to include.

Consider the potential obstacles that may occur during the meeting and devise a plan to overcome these. If you are waiting until the meeting is over to discuss these issues, you’ll be wasting time trying to bring everyone up to speed.

Don’t forget to set up the system of recording and sharing minutes of meetings as well as other documentation. Implementing this will help keep the momentum going following the meeting and ensure everyone is aware of what was discussed and decided upon in the meeting.

Finally, make sure you have a list of key lessons that will allow everyone to leave the meeting confident about what the next steps will be for progressing the discussion or advancing the project. This is an excellent way to conclude the meeting and make everyone feel as if they are part of a team capable of achieving the goals.

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