It’s probably safe to say that meetings are not people’s favorite pastime in an office. Therefore, when a meeting is unplanned and unorganized, chaos ensues. Employees get mad, and you will garner unwanted attention around the office for your less than successful attempt. Therefore, you might want to take a look at these tips on how to prepare for a meeting.
1. Get to Know Who Is Attending
There is absolutely no reason for you not to know each and every one of the participants at your meeting in this day and age. Everyone has a professional LinkedIn account, a Facebook page, a Twitter account, an Instagram one, and probably some Pinterest boards. This will help you bring more subjects to the table as well as make the meeting itself friendlier and more organic. This is a great tip when it comes to knowing how to prepare for a meeting.
2. What Are Your Objectives?
Yes, you know why you’re holding the meeting, but do you know what you want to achieve by it? It will never be a successful meeting if you just gather up all your employees to tell them that you need to come up with a Christmas campaign or that you have to up your sales in the next quarter. This is obvious information. You’re wasting they’re time. Do you have a plan? Do you wish to delegate someone to take care of the Christmas campaign? How do you want to up the sales?
3. Is There Really Need for a Meeting?
This point is related to the one above. A good manager is always able to think ahead. If you can remove any roadblocks in your way, plan, and delegate, the need for micro meetings might be redundant. A very important thing to remember here is that when you announce a meeting in the office, your employees spend half a day thinking about what it might be about, worrying, and stressing over it, and the other half discussing it. Don’t waste time unnecessarily. Which brings us to this.
You might also like – 5 Rules of Business Meeting Etiquette You Should Remember
4. Never Invite People to a Meeting Without Revealing the Topic
There is nothing worse than receiving a mail telling you that you have to be in conference room A at a certain time but never telling you what it’s about. The frustration and anxiety levels immediately shoot through the roof. Not knowing what the meeting is about causes people to wonder if they’re going to get bad news, if they did something wrong and now they’re being called out for it or if they’re going to be asked to speak in public without having prepared for it.
Most people also wonder if they actually have to attend. Since they don’t know what it’s about, maybe it doesn’t concern them or their department. Therefore, when you draft the inviting email, simply add a few words in the subject title – ‘meeting about the Christmas campaign,’ ‘meeting about the marketing department,’ ‘meeting about the sales pitch for project Jones.’
The reason why you need to know how to prepare for a meeting is that, believe it or not, meetings are extremely stressful for people. Frustration, anxiety, and passive-aggressive behavior are some other emotions they go through when being called out of their offices. How do you prepare for meetings?