Write it out - WORD!
Before booking a meeting date on your calendar, write down your objectives for the meeting. They should detailed and more than just a “general” idea. Include your thoughts so you can stay on track and address all your points. Sidebar conversations can easily pull you off topic, mapping out your agenda prior to the meeting will help you stay on task. Identifying your key goals will also help you set a reasonable meeting length. Once your meeting is in progress, stick to your points so you aren’t exceeding your timeframe. Staying on task and on time will show your team or clients you are appreciative and considerate of their time.
Stay on Track - Don’t let Susie-talks-A lot Get you Off Topic
Once you’ve established your agenda, share it with your attendees prior to your meeting date. Sharing prior to the meeting allows attendees to get together any supporting materials they may be required to bring and to be appropriately prepared. This will help get everyone on the same page. The last thing you want to hear is “why are we here again.” Communicate the estimated lenght of your meeting so they can accurately plan their day. Simply say, “my goal is to respect your time so I will try to stick to the 60 minutes time we have together.” Again, it’s easy to get distracted or led off topic. Make it a priority to be conscious of time and be assertive in pulling everyone back to the topic at hand if things start to go in another direction.
Plan ahead - What’s the wifi password, yo?
Make sure your meeting space is appropriate. Consider things like: Is there enough space? Do you need to have access to share your screen or wifi? One of the biggest things to consider when picking your location is to make sure everyone can stay “tuned in” for the entire meeting. The last thing you want is to have someone pulled away to take a call or assist on another project during your meeting. Try to set your location which will serve everyone attending. If you know you’re going to need wifi or other multimedia, be sure you have the proper equipment and passwords to support those needs. Print out your agenda and any handout you may be referencing ahead of time and have them ready at each place-setting prior to the meeting’s start. Pre-planning and preparing ahead of time will make ensure you aren’t scrambling as your attendees are walking in the door.
Have a Designated Note-Taker -Did you Get That?
“The weakest ink is stronger than the best memory” ~Chinese Proverb.
Assign a designated note-taker at the beginning of the meeting. Since you will be running the meeting and guiding the conversation, having another person take notes will allow you to think and speak freely without the worry of catching and remembering every word. It also gives one person the specific job of listening for details, keywords, action items and main ideas. Having access to meeting minutes allows you, as well as any attendees a reminder of any tasks assigned or action items which need addressed outside of the meeting’s parameters. Chances are there may have been valid points and/or suggestions which need to be revisited.
Have your Agenda Goals Been Met? - #Done
Take a moment before you dismiss everyone to make sure you have accomplished everything on your goals list. If not, quickly revisit the point(s) you forgot. If you are close to the end of the time parameters set, ask if attendees mind if you address the additional points or if a follow-up meeting is needed. Before wrapping up make sure everyone knows the action items assigned to them, as well as any deadlines for completion.
Defining your goals, communicating ahead of time, and staying on track, will leave little room for your meeting to go awry. Staying organized during your meeting will help keep those in attendance on track as well.The Internet is filled with rich information on how brands should engage in social media. What are common themes for the individuals and brands who are rocking the social scene?
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