First time organising a big meeting? No matter what tips you get from you co-workers, if you’ve been tasked with it, then it’s all down to you. Whether it’s a team get-together, an AGM, or a meeting with Directors form different countries, the basic structure and to-do list will be the same. Use these tips as your basis and relax, we know you’ve got this covered.
Understand the Purpose
Why is this meeting happening? Is it something regular that happens every few weeks or every year? Has it been spontaneously called to discuss a certain issue? Is it a planning meeting? A review meeting?
Understanding exactly what the meeting is for, and the objectives that are to be met by the end of it, is both great for organising a meeting that will be successful and choosing who to invite.
Is Now the Right Time?
Does the schedule for the meeting make
sense? If you know that crucial documents will be missing, or a certain member
of the company will be out all of that week, consider delaying the date. While
many will think that sooner is better, there is no use in having a meeting what
doesn’t fulfil its purpose. If you have to organise another meeting for two
weeks later, then everyone’s time – including yours – will be wasted.
Discuss
If this is a new meeting, that doesn’t have
a standard agenda, discuss it with the attendees in advance. What do they
believe it’s about? What are the key things that they are looking to achieve from
it? Is there an important issue that they believe should be added to the agenda,
or notes that should be circulated? The more prepared everyone is, the smoother
the meeting will be.
Find a Venue
Finding an appropriate venue for your meeting is important. You should think carefully about the location, as no one will want to have to travel very far to attend if they can avoid it. Then, think about the neccesities and how you can best cater to your audience.
Agenda
If you have a detailed agenda, then you’re meeting is much more likely to run smoothly and on time. Preparing a draft of this in advance and collaborating with those attending in case they have anything to add is a good way to start. Having times beside each point, as well as references to documents that are to be reviewed, will keep everyone on track. Send the agenda, and all relevant documents, out a week beforehand.
Appoint a Chair
Having someone chairing the meeting is crucial to ensure that it doesn’t get out of hand. With a chairperson finalising all of the decisions made by the group, as well as moving on the next section of the agenda when appropriate, the meeting will run like clockwork. A Chair makes it more likely that things will keep to time, and any tangents curtailed when not relevant.
Minutes
If there are no minutes recorded at the meeting, then the meeting never happened. A written record of all decisions taken is vitally important – and will show members what needs to be actioned and for when. The person taking the minutes is generally not a part of the meeting in any other way, but they shouldn’t be afraid to speak up if they require clarification on anything!
Minutes should be circulated to everyone within a week of the meeting for approval, with Points of Action in bold so that everyone knows what they are to do as a result of the discussion.
Relax
If the meeting is likely to be a few long one, allowing the attendees to relax is important. Have an organised lunch break, plenty of tea and coffee, and even an evening reception afterwards for everyone to wind down. This is particularly useful if some attendees have travelled from far away to be there. It also provides a great networking opportunity for everyone.
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