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How can you effectively manage meeting logistics?

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Meeting logistics are the practical aspects of planning and running a meeting, such as setting the agenda, choosing the location, inviting the participants, preparing the materials, and following up on the action items. Effective management of meeting logistics can make a big difference in the productivity, engagement, and satisfaction of your team and stakeholders. In this article, you will learn some tips and best practices for managing meeting logistics in the context of leadership.

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Ian Jefferies MSc

Experienced leader creating high-performing and inclusive sales teams / Inclusion Champion / Mentor

1 Define the purpose and objectives

Before you schedule a meeting, you should have a clear idea of what you want to achieve and why. This will help you decide who needs to attend, how long the meeting should last, what format and tools to use, and what outcomes to expect. You can communicate the purpose and objectives of the meeting to the participants in advance, so they can prepare accordingly and align their expectations.

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2 Plan the agenda and materials

Once you have defined the purpose and objectives of the meeting, you should plan the agenda and the materials that will support the discussion and decision-making. The agenda should outline the topics, time allocation, roles, and ground rules for the meeting. The materials should include any relevant information, data, or documents that the participants need to review or refer to during the meeting. You should share the agenda and the materials with the participants at least a day before the meeting, so they can familiarize themselves with the content and provide feedback if necessary.

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Ian Jefferies MSc

Experienced leader creating high-performing and inclusive sales teams / Inclusion Champion / Mentor
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Use questions as agenda points instead of statements and set out the purpose of the specific agenda point; this helps to encourage people to think about the topic in more depth before the meeting but also indicates that you expect people to input and bring ideas forward. Allocate timings for each section and make sure you stick to these during the meeting.

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3 Choose the location and technology

Another important aspect of meeting logistics is choosing the location and the technology that will facilitate the meeting. Depending on the type and size of the meeting, you may opt for a physical or a virtual setting, or a hybrid of both. You should consider the availability, accessibility, and comfort of the participants, as well as the equipment, software, and internet connection that will enable the communication and collaboration. You should also test the location and the technology beforehand, to avoid any technical glitches or interruptions during the meeting.

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4 Invite and confirm the participants

After you have planned the agenda and the materials, and chosen the location and the technology, you should invite and confirm the participants for the meeting. You should only invite the people who are essential for the meeting purpose and objectives, and avoid overloading the meeting with unnecessary attendees. You should send the invitation with enough notice, and include the details of the meeting purpose, objectives, agenda, materials, location, and technology. You should also ask the participants to confirm their attendance, and remind them of the meeting a day or a few hours before.

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5 Facilitate and monitor the meeting

During the meeting, you should facilitate and monitor the meeting logistics, as well as the content and the process. You should start the meeting on time, welcome the participants, review the agenda and the ground rules, and introduce the roles and responsibilities. You should also keep track of the time, moderate the discussion, encourage participation, manage conflicts, summarize the key points, and record the action items. You should also be prepared to adapt to any changes or challenges that may arise during the meeting, such as technical issues, unexpected questions, or divergent opinions.

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Ian Jefferies MSc

Experienced leader creating high-performing and inclusive sales teams / Inclusion Champion / Mentor
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Good meeting discipline is essential for success. As a facilitator you need to ensure timings do not overrun, agenda items stay on track, and people are given the time and space to provide their input. Ensure that you tell people your expectations for the meeting (such s the purpose but also meeting etiquette), and that you have a pre agreed minute taker (I like to have two). At the end of each agenda item spend a few minutes summarising and ensuring all action points are covered and owners assigned.

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6 Follow up and evaluate the meeting

After the meeting, you should follow up and evaluate the meeting logistics, as well as the outcomes and the feedback. You should send a thank-you note to the participants, along with a summary of the meeting, the action items, the deadlines, and the next steps. You should also monitor the progress and the completion of the action items, and provide support or guidance if needed. You should also solicit and analyze the feedback from the participants, and identify the strengths and the areas for improvement of the meeting logistics, and apply the lessons learned for future meetings.

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Ian Jefferies MSc

Experienced leader creating high-performing and inclusive sales teams / Inclusion Champion / Mentor
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I like to add a 10 minute 'meeting debrief' agenda point at the end of the meeting. I ask people what we could change to make the meeting more effective next time.

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7 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 effectively manage meeting logistics?

1

2

3

4

5

6

7

1 Define the purpose and objectives

2 Plan the agenda and materials

3 Choose the location and technology

4 Invite and confirm the participants

5 Facilitate and monitor the meeting

6 Follow up and evaluate the meeting

7 Here’s what else to consider

Leadership

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How can you effectively manage meeting logistics?

1

2

3

4

5

6

7

1 Define the purpose and objectives

2 Plan the agenda and materials

3 Choose the location and technology

4 Invite and confirm the participants

5 Facilitate and monitor the meeting

6 Follow up and evaluate the meeting

7 Here’s what else to consider

Leadership

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