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What is the most effective way to ensure attendees review pre-meeting materials?

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Pre-meeting materials are essential for preparing attendees for a productive and focused meeting. They can help set the agenda, clarify the objectives, and provide relevant information and data. However, not everyone may have the time, interest, or motivation to review them before the meeting. How can you ensure that your pre-meeting materials are not ignored or skimmed over? Here are some tips to make them more effective and engaging.

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Beatriz Cara Nóbrega

Talent-Based Business | TOP HR INFLUENCER & TOP 100 PEOPLE | Conselheira, CHRO (as a service), Mentora (Lideran?a)…
Milos E.

1 Use a clear and catchy title

The title of your pre-meeting materials should capture the attention and curiosity of your attendees. It should also convey the main purpose and benefit of reviewing them. Avoid vague or generic titles that do not indicate what the materials are about or why they matter. For example, instead of "Meeting on Project X", you could use "How to Boost Project X Performance with Three Key Actions".

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will W.

--Transformational Speaker- Priest- Sports- Tech
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People love familiar so include language or subject matter similar to what they use daily. Inject interesting information that align with the environment and introduce something new that few will already know.

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2 Keep it concise and relevant

Your pre-meeting materials should not be too long or complex. They should only include the most important and relevant information and data that your attendees need to know before the meeting. Avoid unnecessary details, jargon, or technical terms that may confuse or bore your audience. Use bullet points, charts, graphs, or images to make your materials easier to read and understand. Aim for a maximum of one or two pages, and highlight the key takeaways and action items.

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3 Send it in advance and follow up

You should send your pre-meeting materials at least a few days before the meeting, preferably a week or more. This will give your attendees enough time to review them and prepare any questions or comments. You should also follow up with a reminder email or message a day or two before the meeting, and ask for confirmation or feedback. This will show that you value their input and expect their participation.

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Henry Love

‘Top Voice’ | Autonomous Trading to Private AI: Secrets of Crypto + AI. | Executive | Investor | Founder | X: @henrylove0
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Ensuring attendees review pre-meeting materials requires a combination of timely distribution and consistent follow-up. I believe that by sending materials well in advance and following up with reminders, we underscore the importance of their preparation. From my perspective, showing we value their input sets clear expectations and encourages engagement.

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4 Make it interactive and collaborative

Your pre-meeting materials should not be a one-way communication. You should encourage your attendees to interact and collaborate with you and each other. You can do this by asking them to complete a survey, a quiz, a poll, or a task related to the materials. You can also invite them to share their opinions, ideas, or questions on a shared document, a chat platform, or a forum. This will create a sense of involvement and engagement, and spark a lively discussion during the meeting.

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Milos E.
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Ask attendees for feedback on pre-meeting materials. It's best to request that they fill out a form with specific questions. Always include questions on how to improve the quality of pre-materials. This will encourage attendees to review the pre-materials thoroughly before providing their input. Over time, this process will become a natural part of their participation, and attendees will become more involved in the creation and review of materials on their own.

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5 Reward and recognize

One of the best ways to motivate your attendees to review your pre-meeting materials is to reward and recognize them for doing so. You can offer incentives such as prizes, bonuses, recognition, or feedback for those who complete the materials and participate actively in the meeting. You can also acknowledge and appreciate their efforts and contributions during and after the meeting. This will create a positive and supportive atmosphere, and foster a culture of learning and improvement.

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Beatriz Cara Nóbrega

Talent-Based Business | TOP HR INFLUENCER & TOP 100 PEOPLE | Conselheira, CHRO (as a service), Mentora (Lideran?a), Palestrante, Podcaster Desabafo Corporativo, Professora, Escritora, Investidora-Anjo, |?M?e?do?Rafael
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Na minha experiência "gamificar" o programa de incentivo da co-constru??o do material a participa??o ativa e construtiva fará toda a diferen?a no engajamento. Teste e volte aqui para nos contar !

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Henry Love

‘Top Voice’ | Autonomous Trading to Private AI: Secrets of Crypto + AI. | Executive | Investor | Founder | X: @henrylove0
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From my experience, the most effective way to ensure attendees review pre-meeting materials is to reward and recognize their efforts. I believe that offering incentives and acknowledging their contributions fosters a culture of learning and active participation. From my perspective, appreciation not only motivates but also reinforces the importance of preparation.

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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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Александар Мари? (Aleksandar Maric)

Lean Six Sigma Black Belt | Project Management | Supply Chain | Logistics | Training | Maintenance | OH&S | Security
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You can use simple tools for notifications. Here are some examples. -In gmail there is an option to send emails on a certain time (you write now, gmail send it for you the time you decided) - use it. -Viber, WhatsApp and similar groups. -Rewards and punishments (those could be simple things such as buying a cake or making a deal that someone should buy a coffee for every meeting attendee).

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What is the most effective way to ensure attendees review pre-meeting materials?

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3

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5

6

1 Use a clear and catchy title

2 Keep it concise and relevant

3 Send it in advance and follow up

4 Make it interactive and collaborative

5 Reward and recognize

6 Here’s what else to consider

Leadership

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What is the most effective way to ensure attendees review pre-meeting materials?

1

2

3

4

5

6

1 Use a clear and catchy title

2 Keep it concise and relevant

3 Send it in advance and follow up

4 Make it interactive and collaborative

5 Reward and recognize

6 Here’s what else to consider

Leadership

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