Organizing a meeting can be a challenging task, especially when you need to involve multiple stakeholders from different departments, levels, or locations. How do you ensure that all relevant stakeholders are invited and informed? Here are some tips to help you plan and communicate effectively before, during, and after your meeting.
Before you invite anyone to your meeting, you need to have a clear idea of what you want to achieve and why. What is the main topic or problem you want to discuss? What are the expected outcomes or decisions? How will the meeting benefit the participants and the organization? Having a clear purpose and objectives will help you identify who needs to be involved and what information they need to prepare or receive.
Once you have your meeting purpose and objectives, you need to determine the key stakeholders that have an interest in the meeting topic. Stakeholders can include internal or external parties, such as managers, team members, clients, suppliers, or regulators. You also need to define their roles and expectations for the meeting. For example, who are the decision-makers, influencers, contributors, or observers? Who are the facilitators, presenters, or note-takers? Assigning roles and expectations will help you avoid confusion, conflict, or duplication of efforts.
In addition to stakeholders such as managers, team members, clients, suppliers and regulators I would suggest considering a few others: 1. Vendors –?sometimes vendors comprise greater than half of the headcount for a project and should have a voice. 2. Cybersecurity –?They can often play a key role in the early stages of a project, helping to ensure that security is built in from the start. 3. Finance –?just because project financing has been approved does not mean finance no longer needs visibility. They should understand project updates that change financial viability. 4. Key customers –?bring them into some meetings to build a sense of partnership with them.
Depending on the number, location, and availability of your stakeholders, you need to choose an appropriate meeting format and platform. For example, do you need a face-to-face meeting, a conference call, a video conference, or a hybrid option? What are the advantages and disadvantages of each format? How can you ensure that everyone can access and use the platform effectively? What are the technical requirements and backup plans in case of glitches? Choosing an appropriate meeting format and platform will help you ensure that everyone can participate and communicate smoothly.
Once you have decided on your meeting format and platform, you need to send a clear and concise meeting invitation to your stakeholders. Your invitation should include the following information: the meeting purpose and objectives, the date and time, the duration, the location or link, the agenda, the participants and their roles, the preparation tasks, and the expected outcomes. You should also ask for confirmation of attendance and feedback on the agenda. Sending a clear and concise meeting invitation will help you ensure that everyone is aware and prepared for the meeting.
As the meeting date approaches, you need to follow up with your stakeholders with reminders and updates. You should send a reminder email or message a few days before the meeting, confirming the details and attaching any relevant documents or materials. You should also update your stakeholders on any changes or developments that may affect the meeting agenda or objectives. For example, if there is a new issue, a new stakeholder, or a new decision that needs to be made. Following up with reminders and updates will help you ensure that everyone is on the same page and ready for the meeting.
After the meeting, you need to share the meeting outcomes and action items with your stakeholders. You should send a summary email or message within 24 hours of the meeting, highlighting the main points, decisions, and actions that were discussed and agreed upon. You should also assign responsibilities and deadlines for each action item, and request feedback or questions from the participants. Sharing the meeting outcomes and action items will help you ensure that everyone is informed and accountable for the next steps.