People undoubtedly hate long and unplanned meetings. Everyone is mostly in rush and they find it extremely frustrating when they have something planned but the meeting turns out to be unplanned and unorganized, the other party gets a negative impression about you which may not turn out to be good for you or the company. The meeting should take place in such a way which should turn out to be interesting for all the attendees and makes sure that the attendees do not feel bored or frustrated. Productive people should always do meeting preparation and should be ready to take up the stage anytime.
Below are 7 critical ways in which productive people should prepare for a meeting:-
- KNOW YOUR ATTENDEES
Knowing the people sitting with you on the table is important, be it 2 people or 20. In this social media days, knowing any person is easy enough and there is no excuse for not knowing the people sitting with you on the table. They can be easily be searched on google or can be checked upon on their social media profiles like Facebook or Linkedin. Knowing the attendees is important as it may save the time for introduction and also helps you to be ready with some minimum impression about the person and know about his thoughts, likes or dislikes.
- HAVE SPECIFIC OBJECTIVES
Many people ramble till the last moment as people fail to determine the specific objective for which they have been spending their time on that meeting. All the objectives to be met should be preplanned. Even if there is one person in the whole room clear about the objectives, he can drive to the results to meet the needs and may declare completion once he and the others feel the same. This would just leave the pressure on others who are just hanging around and are unprepared.
- DETERMINE THE AGENDA
A person should have his preferred agenda ready and should share it with the other members at the start of the meeting. There maybe two outcomes from it, either other will accept the agenda or may suggest alterations on which everyone finally agrees up on. In a book, “Death by a Meeting” , writer Patrick Lencioni suggests that the agenda should be left open until the start of a meeting but it should not be the same at the end. By the end there should be a proper conclusion to the agenda on which all the participants tend to agree on.
- CONSIDERING THE OBSTACLES
A person should be prepared for the drama which may come on their way during the meeting rather than waiting for a sudden explosion of which they may be unprepared for. People should be ready about the obstacles which are worth their energy and the ones which they are ready to concede anytime. If a person is mentally prepared for the conflict or the drama which may arise, he can deal with it during the meeting while holding his calmness and help the meeting move swiftly without wasting time.
- REMOVE THE ROADBLOCKS
If a person is already aware that a particular issue is surely going to arise in the meeting, he can be prepared with the solution before the meeting and present it during the meeting in front of the attendees. The attendees may then either accept the solution or may suggest alternative solution on which every attendee can undoubtedly agree on. With enough careful attention, one can bring out the best solution on his own which can even remove the need of a meeting and hence, saving time for everyone.
- PREDICT THE POSSIBLE OUTCOMES
All the persons in the meeting should be aware that why the meeting being held is important and may turn out to be of greater impact for all the parties sitting there. The objectives of each person may be different as they are tactical but everyone should understand how the meeting fits into the big picture strategy for everyone on the table. If the people are not clear about their specific desired outcomes, then the effort and the results are likely to be disconnected and useless at worst.
- FOLLOW UP AND FOLLOW THROUGH ACTIVITIES
Follow up and follow through are two main activities which are important for the meeting, yet most people forget to realize about it unless the meeting is over. Before getting into the meeting, there should be a budget time to take action that capitalizes on the meeting. If people think that budget time is unnecessary, then they may utilize that time to make other important decisions regarding the meeting during that time.
A person always prepared for a meeting tends to leave a good impression on everyone of the attendees. Prepared meeting go smooth and fast which saves everyone’s important time in this era of rush.