What does corporations, non-profit organizations; small-medium businesses and entrepreneurs “all” have in common? Meetings. These meetings can range from frequently to infrequently it all depends upon the size and goals of the operation.
Meetings are important but if the objectives are not clear then the desired outcome may not be accomplished. There are several steps that are pertinent and must be considered during the planning process. For successful results the following are must-haves:
- Plan of action
- Presentation to visually display objectives
- Establish tasks, roles and responsibilities and deadlines
- Desired outcome
For the meeting to become successful there are important key people that must be instrumental for obtaining the desired results. Here are the personnel needed for a successful meeting:
- Facilitator – conducts the meeting, responsible for creating and displaying the presentation and could also be the leader
- Recorder – create the meeting minutes, as well as, type and distribute
- Leader – lead the meeting to keep everything and everyone on point, could also be the facilitator
Each of these roles all depends upon the size of the entity. The leader-not necessarily a supervisor or team lead within the organization-has a lot to do both pre and post-meeting. This lead role may not repeat for future meetings but instead may be on a one-time occurrence.
Regardless, their role and responsibilities does not stop once the meeting has been adjourned during each session. Pre-meeting duties can include speaking with the supervisor or team lead to gain an understanding of the goals and desired outcome; coordinate and provide input to the facilitator for the development of the presentation unless they are facilitating as well; head the meeting according to the agenda; assign tasks, roles and responsibilities set deadlines; stay within the meeting timeline (i.e. 9am-11am) and schedule upcoming meeting sessions.
Post-meeting duties can include reviewing meeting minutes; assuring that meeting minutes has been properly recorded and distributed; and providing results to the supervisor or team lead. If you are interested in finding tips or more information about how to conduct a successful meeting pick up “How to Make Meetings Work by Michael Doyle and David Straus.”
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