Anyone who wants to prepare a meeting for his company or as a consultant for someone else's company must know how to take the appropriate steps to organize it in the best possible way. Inviting attendees, providing everyone with everything needed for success, and making sure the meeting runs smoothly are all the facilitator's responsibility. An experienced facilitator will also work to involve all participants, leaving out the different personalities and political positions and focusing on the topic to be addressed. This article explains how to organize a meeting successfully.
Steps
Method 1 of 9: Create the Agenda
Step 1. Establish start and end times, along with the maximum time to devote to each topic as a courtesy to attendees
Step 2. Ask colleagues in your company, or people requesting the meeting, to suggest topics they feel they should include, along with a brief description of the topic
Method 2 of 9: Send the Invitations
Step 1. Email is the easiest way to invite attendees, especially if they all use the same calendar application
Step 2. Also establish a deadline for the Please Respond (RSVP)
This will allow you to have the right amount of material for all attendees without having to scramble on the day of the meeting to collect additional material.
Method 3 of 9: Setting Up the Gathering Space
Step 1. Setting up the room will serve to make the meeting as you wish
If the meeting is being held in a rented facility, such as a hotel room or other type of meeting venue, staff should be well-trained for this type of organization.
- Setting up the room for a conference - with chairs arranged in rows - puts the speaker in the center and works well when the main goal is to provide information.
- Setting up the room like a theater - a table in front of the audience - allows a group of speakers or experts to present in front of the participants, seated in rows as in a conference context.
- Setting up the room as a classroom includes tables in front of the rows of chairs to allow participants to take notes while the speaker remains the center of attention.
- Choose round tables if you want participants to work as a team or if you want to promote sharing between groups of participants.
- Use the U-shaped (boardroom) layout for meetings where you want attendees to be able to look at each other and interact with each other if needed.
- Arrange chairs in a circle with you in the center for open, participatory meetings.
Method 4 of 9: Provide the Tools Necessary for the Meeting
Step 1. A well-trained facilitator provides pens, notebooks, workbooks, handouts, and other tools needed for the meeting
Step 2. Create a "area" for questions, with a flip chart or whiteboard on which attendees can write their questions, or locate a specific area of the room where attendees can leave their questions on posts. -it
This will keep the meeting running smoothly, allowing attendees to have their questions answered at set times.
Step 3. Provide attendees with drink and snack stations (for longer meetings) or jugs or bottles of water and candy on each table (for shorter meetings)
Method 5 of 9: Prepare an Assessment or Survey Sheet
Step 1. You can hand out a survey card during the meeting, or let attendees know that you will be sending a survey email a day or two after the meeting
Step 2. The survey or evaluation cards provide you with feedback on the perception of the meeting
Method 6 of 9: Send Meeting Reminders
Step 1. They are to be sent a couple of days before the RSVP ends
Step 2. Ask everyone to send an email in case of unforeseen events that prevent them from participating
Method 7 of 9: Start the Meeting on Time
Step 1. Late arrivals can catch up; waiting for latecomers would be rude to those who arrived on time
Step 2. Make organizational announcements at the start of the meeting, including information on break and lunch times, bathrooms, and explanations of question "areas"
Method 8 of 9: Stay in Topic
Step 1. The facilitator's job is to ensure that all participants or speakers stay on topic
Allowing deviations from the meeting topic will blow your schedule.
Step 2. Stick to the indicated break and lunch times
Method 9 of 9: Answer as many questions as you can
Step 1. Get the questions from the participants or from the "question area"
Leave enough time to analyze all questions.
