Meetings

Unfortunately, in this day and age, having the meeting is only half the battle. Organizing a meeting time and place, fit for everybody is the other half.  So let us take the strain and organise this for you. 

Meetings

 

We know having the meeting is important, so here are 6 steps to make your meeting organizing more successful:

Step 1: Decide if you really need to meet

Too many times meetings are scheduled unnecessarily.  When you’re creating the strategic plan for the year ahead, it’s assumed you’ll need to meet. But how many times do you need to meet and how will you break up the meetings and tasks so the plan is created efficiently? Take some time to figure out what it will take to complete this project in time for the new year.

Step 2: Determine who should attend

The ease of scheduling this meeting will greatly depend on who needs to be there. Some people are inherently overbooked.  As harsh as this sounds, determine the must haves and the optionals. Get a good estimate of how big your meeting will be so you can find the appropriate space later.

Step 3: Estimate how much time you need

Obviously, time will be an important factor to finding the right time and place for your meeting. Don’t assume you can cover everything in an hour or conversely don’t automatically book a whole hour when it could be shorter.  Then ensure you find a time with enough buffer on both sides  that fits within everyone’s calendar.

Step 4: Determine what type of meeting it will be

If this is the initial meeting for creating your strategic plan, then this is more of a brainstorming meeting. For brainstorming you will probably require a whiteboard to jot ideas (or a projector to project notes and ideas).  This will determine the type of room you need. If instead you’re planning the last meeting of the strategic plan, where you’re presenting to senior management, you’ll probably want to find a board room that to set the right mood.

Step 5: Choose how you will communicate & document the meeting

In this global day and age, you may have team members in different parts of the country or the world and not everyone will be able to join in person.  You’ll need to decide what communication tool will work best.

  • Will you be showing slides? Maybe you need GoToMeeting?
  • Will you be brainstorming? You’ll need strong video capabilities, like Zoom or Pexip
  • How will you share the notes from the meeting?  Does your company have a standard file sharing platform or does everyone use different technologies, like Dropbox or Google Drive?

Step 6: Prepare for changes

Just because out of all odds you found a time and place where everyone you need for the meeting can join doesn’t mean it will stay that way.  Plan for that and have a second and third meeting time & place plan from the beginning.

Room Booking Software to the rescue

Because we schedule meetings almost every day, we don’t necessarily realize how much time it takes. But, there are a lot of steps to organizing a successful meeting.

Fortunately, there are tools out there to help make the process more seamless.