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How can you communicate the purpose of your meeting to all attendees?

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Meetings are an essential part of any organization, but they can also be a source of frustration and confusion if they are not well planned and communicated. As an administrative assistant, you have a key role in ensuring that the purpose of your meeting is clear and understood by all attendees. Here are some tips on how to communicate the purpose of your meeting to all attendees.

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Carolina Gatto

Gestora de Pessoas e Qualidade na Crescento Consultoria Financeira | MBA em Psicologia Organizacional e Gest?o de…

1 Define the objective

Before you invite anyone to your meeting, you need to have a clear and specific objective for it. What is the main problem or opportunity that you want to address? What are the expected outcomes or deliverables? How will the meeting contribute to your organization's goals or projects? Having a clear objective will help you to design the agenda, select the participants, and prepare the materials for your meeting.

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Enku Gossaye

Administration Head | Civil Engineer | Social Media Manager | Voice-Over Artist | Tutor |
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Clearly express the main goal or purpose of the meeting, summarizing the desired outcome or specific topic to be discussed .

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2 Invite the right people

Once you have defined the objective, you need to decide who should attend your meeting. You want to invite the people who have the relevant information, expertise, authority, or interest in the topic. You also want to avoid inviting too many people who may not have a direct role or contribution to the meeting. You can use the RACI matrix to help you identify who is responsible, accountable, consulted, or informed for each agenda item. Then, you can send a personalized invitation to each attendee, explaining why they are invited and what is expected from them.

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Enku Gossaye

Administration Head | Civil Engineer | Social Media Manager | Voice-Over Artist | Tutor |
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Ensure that the attendees are relevant individuals who can contribute to or benefit from the meeting's objective. Avoid unnecessary attendees to maintain focus and productivity.

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3 Share the agenda

The agenda is the roadmap of your meeting, and it should reflect the objective and the participants. You should share the agenda with all attendees at least a day before the meeting, so they can review it and prepare their inputs or questions. The agenda should include the following elements: the objective, the topics, the time allocation, the facilitator, the presenter, and the action items. You should also indicate if there are any pre-reads or pre-work required for the meeting.

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Enku Gossaye

Administration Head | Civil Engineer | Social Media Manager | Voice-Over Artist | Tutor |
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Provide a detailed agenda that outlines the topics, discussion points, and allotted time for each item. This gives attendees a clear understanding of what will be covered and allows them to come prepared.

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4 Set the tone

The tone of your meeting is the way you communicate the purpose and the expectations to the attendees. You want to set a tone that is positive, respectful, and collaborative. You can do this by sending a reminder email before the meeting, highlighting the objective and the benefits of the meeting. You can also start the meeting with a brief introduction, summarizing the purpose and the agenda, and inviting feedback or questions. You can also use icebreakers, polls, or quizzes to engage the attendees and create a friendly atmosphere.

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Carolina Gatto

Gestora de Pessoas e Qualidade na Crescento Consultoria Financeira | MBA em Psicologia Organizacional e Gest?o de Pessoas
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Para qualquer tipo de comunica??o pretendida é sempre importante pensar em como a pessoa irá receber a informa??o. Se você precisa de ajuda e que as pessoas se conectem e participem ativamente da reuni?o, vale come?ar com perguntas, dinamicas de reflex?o, algum dado relevante, respostas de uma pesquisa anterior...algo que chame aten??o e desperte o interesse e a identifica??o dos participantes. Desde o início eles precisam entender porque est?o ali e sentir que fazem a diferen?a naquele momento.

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Enku Gossaye

Administration Head | Civil Engineer | Social Media Manager | Voice-Over Artist | Tutor |
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In the meeting invitation or at the start of the meeting, convey the significance and relevance of the discussion. Emphasize the value and benefits of attendees' participation and encourage active engagement.

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5 Follow up

The communication of the purpose of your meeting does not end when the meeting is over. You need to follow up with all attendees to reinforce the key messages and the action items. You can do this by sending a summary email within 24 hours after the meeting, highlighting the main points, the decisions, the next steps, and the deadlines. You can also ask for feedback or suggestions on how to improve your meeting organization and communication.

By following these tips, you can communicate the purpose of your meeting to all attendees effectively and efficiently. This will help you to achieve your meeting objectives, improve your collaboration, and increase your productivity.

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Enku Gossaye

Administration Head | Civil Engineer | Social Media Manager | Voice-Over Artist | Tutor |
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After the meeting, send a summary or follow-up email that highlights the key decisions, action items, and next steps discussed. This reinforces the purpose and outcomes of the meeting and ensures everyone is on the same page.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you communicate the purpose of your meeting to all attendees?

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2

3

4

5

6

1 Define the objective

2 Invite the right people

3 Share the agenda

4 Set the tone

5 Follow up

6 Here’s what else to consider

Administrative Assistance

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How can you communicate the purpose of your meeting to all attendees?

1

2

3

4

5

6

1 Define the objective

2 Invite the right people

3 Share the agenda

4 Set the tone

5 Follow up

6 Here’s what else to consider

Administrative Assistance

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感谢您的反馈

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