Avoid This Meeting Mistake
Startup Istanbul
The Startup Event Connecting East & West. Gateway to go global for startups.
I made a huge mistake this week, and all the responsibility is mine. I accepted a physical meeting without asking key questions like the purpose of the meeting, the location, or how long it would take. I probably accepted the meeting based on my previous experience and expectations, but it ended up being a significant loss for me.
Although the calendar had a vague location listed, I assumed it would be the same place where we held our previous meetings. I usually call the participants before the meeting to learn what we are going to talk about and to prepare properly, but I skipped this step as well. This ended up costing me.
At security, I was in for a big shock because no one was at the venue. They called the participants, and that’s when I learned the meeting was at a different location—something I should have confirmed earlier.
As I stood at the company’s entrance, waiting, I asked myself: Why are we having this meeting? What’s the purpose? These are questions I should have asked a week earlier. This meeting could have easily been handled via email or a 30-minute Zoom call. Instead, I spent nearly half my day trying to get to the location, only to miss the meeting. Even if I had joined, my participation likely wouldn’t have added much value. At least, I hope that’s the case! This also affected the rest of my agenda for the day, leaving me with a lot of wasted time—not just for me, but for all the participants.
As a result, I’ve decided to create a checklist for myself for future meeting requests. This has been a valuable lesson for me. I’ve always appreciated the book The Checklist Manifesto: How to Get Things Right by Atul Gawande, and now I understand its importance even more.
So, I take full responsibility for this failed meeting attempt, and I will ensure it doesn’t happen again.
Here are the lessons I’ve learned.
How to Organize an Effective Meeting: A Simple Step-by-Step Guide
1. Know the Purpose
2. Invite the Right People
3. Decide How the Meeting Will Happen
4. Set the Time, Date, and Location
Share on the calendar: If you’re using online calendars (like Google Calendar or Outlook), include all the important details in the calendar invite, such as:
领英推荐
5. Share the Details Before the Meeting
6. Stick to the Agenda
7. Keep Track of Roles During the Meeting
To ensure the meeting runs smoothly, it’s important for participants or the person organizing the meeting to make sure these roles are covered:
These roles don’t need to be formally assigned, but it’s important that they are handled during the meeting to keep things efficient and focused.
8. Summarize and Assign Tasks
9. Follow Up After the Meeting
Key Tips for a Successful Meeting: