There is not much to say about this step, BUT it is often overlooked by meeting facilitators. Ensure that the material that you provide in anticipation for the meeting is integrated into the agenda. This is where you will begin combining the steps to a great meeting.
#1 Is the meeting necessary? Use your pre-work to show that the meeting was needed. And, reinforce the pre-work that you used to support this notion at the meeting. By doing so, you will be demonstrating that you have respect for everyone's time.
#2 Appropriate attendance? Part of your own pre-work was to arrange for the right people to be in the right place at the right time. By demonstrating this (with their attendance) at the meeting, you will be reinforcing your audiences question: should I be here?
#3 Was the pre-work prepared and distributed? In an appropriate and timely manner? You gave the audience their pre-work for a reason. Now, demonstrate what that reason is!
#4 Use the agenda. By integrating your pre-work into the agenda, you have given the pre-work a purpose. It is material that is useful to refer back to, and to give an appropriate amount of respect to it's presence.
#5 Is the right facilitator present? By preparing your appropriate facilitator with your rock solid agenda, you are integrating the pre-work at the most basic level. By doing so, everyone will be on the same playing field at the beginning of your great meeting.
Written By: James Willies
Sources:
Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf
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