When it comes to meetings, you have to come fully prepared and ready to state your side and then show all the documentation that you have used and collected. Here are seven ways for you to have an easy and hassle free meeting plan.
1. The first thing that you must do is think about everything that you will need. Make sure the room has been set up for an overhead projector and other equipment in advance so when people come to your meeting they'll be able to see what's happening from their seats without any problems. Move furniture around or arrange it differently if necessary, as well as making sure all materials are organized on tables and ready for attendees who may not have brought anything with them. Place pens, notebooks, water etc for them.
2. When you set up meetings, it is key to make sure that everyone knows what the meeting will be about. An agenda provides a timeline of topics and an outline so that each person can get ready for their turn in conversation. Sending out emails or faxes before hand lets all participants know exactly where they should start reading from when discussion begins as well as any documents needed beforehand. This allows time slots between presentations for side discussions--and your whole team feels like they're able to contribute at work.
3. If you need to conduct a meeting, don't forget your note cards. You can leave them on the podium for reference if they're not in hand.
4. When you are worried about how long the meeting is going to be, it's best to cancel all other engagements for the day so that you can give your full attention with no distractions. This way people will appreciate not having their time wasted when they have as much on their plate already and also won't feel like there was any obligation from them which has been fulfilled halfway through.
5. When you go to set up the meeting, it is important that you have a practice run. This way your nerves are calmed and you know how much time will be needed for your speech, then cancelling other meetings becomes an easier task.
6. After taking care of the necessary preparations, it's time to conduct your meeting. Talk with your secretary and outline what an emergency is. If you are interrupted by a call that doesn't pertain to someone in need or family, politely tell them "no" before heading back into the room for uninterrupted discussion.
7. All these tips should help you have a smooth meeting and come to the meeting well prepared. When you go to a meeting prepared, the meeting will go as good as possible for you and your team or company.