As understood in PMP and CAPM Certification prep courses - here are four key practices to follow in order to prepare for, conduct, and follow up on a successful meeting, with high attendance, engagement, and correct understanding from everyone as they leave.
1. Plan out the topic/agenda.
Never show up to a meeting completely unprepared. You'll earn a reputation as a lousy or inept meeting organizer, and future meeting attendance will fall short of your expectations. Prepare yourself. Before dismissing everyone, carefully plan out the themes to create conversation, disperse the information you need to give out, obtain the information or status updates you need to get back, address the key concerns, and go over any action items or assignments that were established during the meeting. If you conduct meetings in this manner every time, your participants will remember you as someone who conducts meetings that are efficient, effective, and productive. They're going to keep coming back.
2. Distribute agenda in advance.
As learned in the PMP and CAPM Certification exam prep - it's vital that you distribute the meeting agenda to all attendees and stakeholders ahead of time. Some people may require more time to appropriately prepare the material and status updates that they will be required to present during the meeting. The last thing you want is for someone who is crucial to the meeting or project to miss it because they didn't have enough time to prepare and were terrified of being called on and appearing silly. Give them plenty of time to prepare, which is normally at least a day...preferably two or three days if feasible.
3. Conduct the meeting – no doughnuts.
Conduct the meeting — and leave the doughnuts at home. You don't want to be the food person if you want to be taken seriously. Furthermore, doughnuts put everyone to sleep...especially in afternoon meetings. In fact, you should try to avoid meetings in the afternoon if at all feasible. Attendees are exhausted and want to get home. Your meeting will be their final stop before heading back to their automobiles, so their focus will be low...as will their participation. Choose a time that is most productive, such as mid-morning. Sticking to the themes and schedule is one of the most important aspects of running a successful meeting. Allow no side conversations, start and conclude on time, and prepare for no more than a 30–60-minute meeting. People are significantly more inclined to turn up if they know they won't be held captive for hours.
4. Follow-up after the meeting.
Finally, take thorough notes and send them to all participants as well as any other key stakeholders who were not there. Show what was discussed at the meeting, including updates, decisions, assignments, and major issues. Also, get comments on accuracy — you want to make sure everyone is on the same page. Allow them 24 hours to react, and if they make any modifications, spread the corrected notes to everyone.
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