The first thing you should do before calling a meeting is a. determine who should attend. b. designate someone to take minutes. c. plan the schedule and location. d. formulate an agenda. e. decide what you want to achieve.
Business · High School · Tue Nov 03 2020
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e. decide what you want to achieve.
Before calling a meeting, it is essential to first decide what you want to achieve with the meeting. This step is crucial because it sets the goal or purpose of the meeting, which then informs every other aspect of the meeting preparation, including who should attend, the agenda, the schedule, and the location. Once you know what you need to accomplish, you can make all other decisions to support that goal.
When planning a meeting, it's important to go through specific steps to make sure the meeting is productive and serves a clear purpose. Here's an overview of the meeting organization process:
1. Set clear objectives: Know what you want to achieve with the meeting. This step helps you focus the meeting on specific goals and ensures that it is necessary to have a meeting in the first place.
2. Determine who should attend: Once you have your objectives, decide who needs to be there. Include people who are key decision-makers, who have knowledge on the subject, or who will have tasks resulting from the meeting. Avoid calling individuals who don't need to be part of the conversation.
3. Formulate an agenda: An agenda is a detailed plan or outline of what will be discussed in the meeting. It should be aligned with the objectives and shared with attendees in advance so they can prepare for the discussion.
4. Plan the schedule and location: Determine a time and place that is convenient for all participants and suitable for the meeting's purpose. Also, make sure the location is equipped with any necessary technology or resources.
5. Designate someone to take minutes: Select a person to record the proceedings of the meeting. This documentation is crucial for keeping track of decisions made, actions that need to be taken, and for informing people who were not able to attend.
By following these steps, you can ensure that your meeting is well-organized, purpose-driven, and results in productive outcomes.