1. Meeting preparation:
- Should a team help plan and give direction to the meeting or is it one that you plan alone
- What do you want to accomplish through the meeting? What is the purpose?
- Establish doable goals.
- Is this meeting necessary or can you have three conversations to accomplish the goal?
- Check to make sure all "necessary" people can attend the meeting.
- Postpone the meeting if key participants are unable to attend.
- Give at least two weeks notice of meetings so participants will have time to schedule and RSVP.
3. Distribution of all material:
- Mail/email all meeting material out at least 48 hours in advance allowing participants time to read through them.
- Contact each participate to make sure they received the materials, don't assume they received them.
4. During the meeting:
- Set a positive tone.
- Help the group stay focused.
- Refer to the material that was distributed before hand.
- Involve everyone, don't allow the dominant personalities to control the meeting.
- Create specific follow-up actions with deadlines.
5. Post meeting
- Email meeting minutes within 24 hours.
- Follow-up individually with each member who has ownership of a follow-up us action to offer encouragement, support and accountability.
- Debrief the meeting to ensure that you are continuously improving and building successful teams and leadership.