Tips for a successful meeting

 Tips for a successful meeting

Running a successful meeting is really about having a solid plan. Here are some things to consider.

Design

Design may not be what your thinking of when you start thinking about a meeting, but designing a meeting can make the details of having a successful meeting so much easier. Design involves planning the structure of a meeting from beginning to end. Design begins before the event and continues through the event – be flexible enough to change your design if required.

Design includes figuring out objectives and activities in advance, anticipating conflicts and difficulties, the sequence and timing of activities, identifying expectations and so on.

Having a successful meeting relies on the design process. Attached is a design loom, this can be used as a tool for thinking through the design of your meeting.

To get you started in designing your meeting, think about the design and planning process as answering the following questions:

WHO? Who is the meeting for? Who needs to be there to move forward on the issues? Who will take on roles like facilitation, minute taking and so on?

WHAT? What are the issues, and what outcomes are you aiming for?

WHY? Why a meeting? Make sure that you need a meeting. Unnecessary meetings turn people off.

HOW? How will the meeting be organized to enable the participation of those who need to be there? Are there accessibility needs (translation, barrier-free access and so on)? What will the meeting process be? How will the meeting move you towards your desired outcomes?

WHERE? What space and setup do you need to make the meeting a success?

WHEN? When will the meeting be? Do you have the time to do outreach and planning for the meeting?