8 Steps to Take After Setting Up a Meeting.

[FACT]: 67% of executives believe that meetings are failures.

[FACT]: Unproductive meetings costs businesses an astounding $37 billion annually.

When setting up a meeting you want to make sure it is productive and engaging. 

A meeting must have a specific and defined purpose. Consider who is invited. If you’re trying to solve a problem, invite the people who will be good sources of information for a solution.

When people feel that what’s being discussed isn’t relevant to them, or that they lack the skills or expertise to be of assistance, they’ll view their attendance at the meeting as a waste of time.

Create an agenda that lays out everything you plan to cover in the meeting to keep people focused. If you notice one person monopolizing the conversation, call him out. Say, “We appreciate your contributions, but now we need input from others before making a decision.”

Start on time, end on time—people appreciate it when you understand that their time is valuable. If people are allowed to bring iPads or BlackBerries into the room, they won’t be focusing on the meeting.

When the meeting concludes, document the responsibilities given, tasks delegated, and any assigned deadlines.

I have put together a list of 8 things to do after booking a meeting to ensure its’ success.

1. Research the attendees.

Set aside an hour or so to Google them and research their business. Check out their bios and social channels. Get to know who they are, what they bring to the table and how you can help them. This will cut down the time spent on introductions and give you the insights needed to have a more effective meeting.

2. Set the agenda and time allocation for each item.

The best way to achieve your objective is to have an agenda. – Tweet this

It’s going to provide the direction of the meeting. It’s going to let the attendees know what to expect. Every part of the meeting should have a sub-agenda with key points and milestones. Set time limits on each agenda, including time for contributions from the attendees. This ensures that the meeting stays on-point so that it doesn’t overrun.

3. Set clear objectives.

The objectives of the meeting should be crystal-clear from the get-go. Simply asking “What is the purpose of this meeting?” helps you set your objectives. If the question can be answered with 5 words or fewer you’re on the right track.

4. Understand the expected outcomes.

Make sure that everyone is clear on why the meeting is important. Focus on the impact on all the parties involved. The reason this is important is because it will keep the attendee engaged. The last thing you want is for them to believe that the meeting was useless.

5. Stay on-top of the news.

Watch the news and scan relevant headlines prior to the meeting for everything relevant to you, the attendee and their company. – Tweet this

Be certain you are knowledgeable and proactive.

6. Confirm the meeting.

The day before the meeting reach out to your contacts to confirm the date, time, and location of the meeting. – Tweet this

This prevents any miscommunication, such as getting time zones or locations confused, and shows you’re organized and on-top of things.

7. Send out the agenda prior to the meeting.

Provide background information for your participants to ensure they will engage in productive discussions and allot the appropriate amount of time for the meeting. Send specific instructions on the actions that you would like them to take before the meeting. Ask them to brainstorm ideas, gather relevant information or send reports for review.

8. Test run your meeting.

Finally, complete a test run of your meeting. This includes making sure that you’re familiar with the tools you’re going to use. If the meeting is online, then you need to understand how the platform you are using works.

Thank You for joining me. Meeting preparation is the key to a successful and productive meeting. Utilize theses 8 steps and you are sure to be ahead of the game.

Tommy Antonopoulos

Bottom Line Strategy

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