Meetings can and should be the most interesting and productive. . . . And if you've ever been to a great
conference or seminar, you already have seen some of the basic principles at
work. These can be summarized as:
1) preparation
2) facilitation
3) inspiration
4) results
Preparation means making sure your meeting has a clear, stated
purpose, and an agenda. Participants are
chosen carefully, invited in professional way and given sufficient prior
information. Preparation also means
attention to details including: room bookings, catering, a/v equipment,
reminders.
Facilitation means that someone or a team is responsible for
guiding the meeting, a plan for the meeting is reflected in the agenda and the
facilitator (or chair) keeps things on time and on track.
Inspiration is probably the most overlooked aspect of everyday
meetings. All the attention to detail
and process can push the opportunity for spontaneity and enthusiasm aside. Build in activites that engage participants,
use strategies to generate discussion, or visual aids to grab attention.
Results means that every
meeting should be directed toward one or more outcomes. Participants must feel that something has been
accomplished, and they must see all of their meetings as part of the bigger
strategy to involve them in the future of the organization. Achievements at one meeting should be recapped
in the next, and so on.
