Preparation

• Review meeting objectives and goals

Set clear, measurable goals to ensure a focused and productive discussion.

• Prepare necessary materials and documents

Ensure all supporting documents (reports, proposals, etc.) are ready and shared with participants in advance for review.

• Confirm attendance of key participants

Double-check attendance, including department heads and relevant stakeholders. Ensure remote participants have the necessary access to video conferencing tools.

During the Meeting

• Welcome attendees and introduce the agenda

Acknowledge participants' time and contributions. Set the tone for collaboration and introduce the key agenda items.

• Discuss each agenda item

Allocate specific time slots for each topic to stay on track, ensuring clarity on objectives and expected outcomes.

• Allocate time for Q&A and open discussions

Encourage participants to voice their opinions, ask clarifying questions, and suggest improvements respectfully and constructively.

Post-Meeting Actions

• Distribute meeting minutes to all participants

Send out the meeting minutes highlighting key decisions, action items, and deadlines within 24 hours. Request feedback or corrections.

• Follow up on action items and responsibilities assigned

Track progress on tasks using project management tools or email reminders to ensure completion by the agreed-upon deadlines.

• Schedule the next meeting or update participants on plans

Provide clarity on the next steps, any upcoming meetings, and necessary pre-meeting preparations. Ensure everyone is aware of future timelines and action items.