Heather Rome, formerly of DAI, has seen her fair share of meetings during her professional life, many of which she organizes herself. If you are ever in a position where you have the opportunity to organize a corporate assembly, below are some guidelines.
Have a Clear Objective
It is very important that everybody in a meeting understand the objective, and for that to happen, the meeting must have a clearly defined purpose. Before you invite attendees, ask yourself what you – and the company – wish to accomplish during the meeting. Once you know your desired goal, build an outline around it, and selectively invite the necessary people to make sure the objective is clearly communicated and understood.
Follow an Agenda
Create a detailed agenda and stick to it. It may help if you itemize the steps, and assign a predetermined number of minutes to the different items on your list. This will help to more accurately estimate their duration and respectfully utilize everyone’s time. Once the detailed agenda is ready, send it to the people who will be present in the meeting to allow them the opportunity to more efficiently prepare for the meeting.
Don’t Let Anybody Steal the Show, So to Speak
Nothing sidetracks a meeting faster than somebody talking too much about something that could be handled in significantly less time. When that happens, it inadvertently leads to one of two things: the meeting will either be longer than anticipated, or you won’t be able to cover everything. Either scenario is a bad one, so make sure you avoid the problem and start and finish on time.
Heather Rome DAI has considerable experience orchestrating meetings in many domestic and international locations.