Preparing the Meeting

Establish meeting objectives

An objective is what you hope to accomplish at the meeting. The objective or goal should be specific in nature with clear measurable outcomes.

Example: To decide upon a marketing plan and determine individual implementation responsibilities for all members of this group. To be completed by July 1.


Prepare meeting agenda

The agenda should crystallize the intended meeting objective(s) and establish the time available to accomplish them. It also provides the framework to keep the meeting on target. Keep an agenda as short and simple as possible, restricting it to 1 sheet of paper. Each agenda item needs a start and stop time which should be adhered by. Submit the agenda to the participants, with the necessary background data as early as possible to give them enough time to prepare.
Example: Agenda (Thomseth, 1989)
  • Name of the regular meeting
  • Stop and start time for the meeting
  • Place of meeting
  • Meeting leader
  • Name and title of members
  • Items for action (topics with title, description and goal) 
  • Schedule for consideration of each item (start and stop)(Heller and Hindle, 1998) 
    •

     Determine time and space

    Convenience of the place
    Available technology
    Pleasant, well lit and ventilated room

    1. Possible seating arrangements.

      (Heller and Hindle, 1998)

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    Identify and invite participants

    Invite appropriate personnel that are needed for the decision making processes to accomplish the meeting objective. Consider politics and protocol
     Protocol is the application of common sense and courtesy.

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