?First time organising a big meeting? No
matter what tips you get from you co-workers, if you’ve been tasked with it,
then it’s all down to you. Whether it’s a team get-together, an AGM, or a
meeting with Directors form different countries, the basic structure and to-do
list will be the same. Use these tips as your basis and relax, we know you’ve
got this covered.
Understand the Purpose
Why is this meeting happening? Is it
something regular that happens every few weeks or every year? Has it been spontaneously
called to discuss a certain issue? Is it a planning meeting? A review meeting?
Understanding exactly what the meeting is
for, and the objectives that are to be met by the end of it, is the first step
in organising a meeting that will be successful – and not something that will
just lead to more meetings. It will also help you to know exactly who it is
relevant to invite.
Is Now the Right Time?
Does the schedule for the meeting make
sense? If you know that crucial documents will be missing, or a certain member
of the company will be out all of that week, consider delaying the date. While
many will think that sooner is better, there is no use in having a meeting what
doesn’t fulfil its purpose. If you have to organise another meeting for two
weeks later, then everyone’s time – including yours – will be wasted.
Discuss
If this is a new meeting, that doesn’t have
a standard agenda, discuss it with the attendees in advance. What do they
believe it’s about? What are the key things that they are looking to achieve from
it? Is there an important issue that they believe should be added to the agenda,
or notes that should be circulated? The more prepared everyone is, the smoother
the meeting will be.
Find a Venue
Finding an appropriate venue for your meeting
is important. You should think carefully about the location, as no one will
want to have to travel very far to attend if they can avoid it. Luckily, there
are loads of meeting rooms for hire in London, so finding one won’t be an issue.
Preferably, you are looking for somewhere with a lot of natural light, and with
enough room that people don’t feel cramped in around a table. If your meeting
is going to be a long one, consider a more casual setting where members can be
relaxed while they sit and discuss the important matters that have brought them
together. This is particularly true if it is a planning meeting, as attendees
will benefit from a more creative space to brainstorm ideas.
Agenda
If you have a detailed agenda, then you’re
meeting is much more likely to run smoothly and on time. Preparing a draft of
this in advance and collaborating with those attending in case they have
anything to add is a good way to start. Having times beside each point, as well
as references to documents that are to be reviewed, will keep everyone on
track. Send the agenda, and all relevant documents, out a week beforehand. A
reminder should be sent the day before as well. Bringing a few paper copies of the
relevant documents to any meeting will always be useful, as many people still
prefer to annotate by hand.
Appoint a Chair
Having someone chairing the meeting is crucial
to ensure that it doesn’t get out of hand. With a chairperson finalising all of
the decisions made by the group, as well as moving on the next section of the
agenda when appropriate, the meeting will run like clockwork. A Chair makes it
more likely that things will keep to time, and any tangents curtailed when not
relevant.
The Chair usually has extra notes on their
agenda, such as who will be speaking about a certain point, notes to mention certain
issues. As well as this, there should be an explanation on what the purpose and
objectives are for each part – and what actions need to be decided upon.
Minutes
If there are no minutes recorded at the meeting,
then the meeting never happened. A written record of all decisions taken is
vitally important – and will show members what needs to be actioned and for
when. The person taking the minutes is generally not a part of the meeting in
any other way, but they shouldn’t be afraid to speak up if they require
clarification on anything!
Minutes should be circulated to everyone
within a week of the meeting for approval, with Points of Action in bold so that
everyone knows what they are to do as a result of the discussion.
Relax
If the meeting is likely to be a few long
one, allowing the attendees to relax is important. Have an organised lunch
break, plenty of tea and coffee, and even an evening reception afterwards for everyone
to wind down. This is particularly useful if some attendees have travelled from
far away to be there. It also provides a great networking opportunity for
everyone.
Once everything is organised, there’s
nothing more for you to do but relax. You have done all that you can to ensure
a successful meeting, and now it’s up to the other members to put your hard
work to good use.
Purpose is everything in a meeting, so once
you know it, organising will be a breeze. Using these top tips will help you to
ask the right questions, and to find the right venue that suits the style of
your meeting. Once you’ve done it once, the next time will be easy!
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