Now that you have deemed your meeting necessary and you have reviewed the possible attendance for the meeting, you must prepare and distribute any necessary pre-work. Some of the worst meetings begin with handouts or Power Point slide packages that you could have reviewed prior. There is no need for a group read-in, or wasted valuable meeting minutes. By distributing pre-work you are showing respect for the time that each party has to offer. As mentioned, you are not there to waste anyone's time.
Prepare pre-work in the most efficient and effective manner. This could come in a number of forms. Consider using reports, charts, competitive info, sales month-to-date, or production plans. Consider using websites, videos, or images. Basically, consider what the quickest way to deliver your simple message is. This could also include follow-ups and notes from previous meetings.
Distribute appropriate pre-work in a timely manner. There are a few key words in this sentence for a reason.
APPROPRIATE - do not undermine the knowledge that your audience may already have. There is nothing worse than reading something that you already know. On the other hand, do not assume that your audience knows everything that you are planning to discuss. Provide them with the knowledge, and therefore tools, to get the most out of your message.
TIMELY - distribute pre-work at a minimum of 48 hours in advance. This allows for the appropriate amount of time to review the work, and to not be rushed in doing so. If you are able to distribute the work sooner, do not hesitate.
Aside from your own pre-work, plan and enforce deadlines for your guest speakers. Allow plenty of advance notice to your presenters of these deadlines and offer Simple Speech Writing Tools. Also, for both parties pre-work, allow plenty of time to get permission for all materials used.
Written By: James Willies
Sources:
Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf
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