Step 1
Make a list of required and optional attendees. Determine which departments are involved in the project, and make sure
someone is present from each department with decision making authority.
Step 2
Check the schedules of all attendees before scheduling the meeting. Many meetings are derailed when the project
leader discovers at the last minute a key person cannot attend. Be sure to check vacation schedules as well; some
employees may not post their vacation days to their calendars until a few days prior. If you are unsure whether a key
player can attend, check with that person’s manager.
Step 3
Consider time zones when scheduling teleconferences. When it is 9 am. in New York, it is only 6 am. in Los Angeles.
Schedule the meetings to accommodate all attendees. Avoid early morning and late afternoon, especially if they have
different work schedules.
Step 4
Send a detailed agenda with the original meeting invitation. Make sure it clearly states what will be discussed, and in
what order.
Step 5
Give each attendee a set of action items to complete before the meeting. Follow up a few days before to ensure
completion.
Step 6
Produce handouts for everyone. They should include a copy of the agenda, along with any notes and related documents.
$22.7.
Start the meeting on time. Do not stall for late attendees. Send someone to round up anyone not present, but press ahead
with the meeting.
Step 8
Assign someone to take notes. You do not necessarily need to produce formal meeting minutes, but you do need a clear
record of what was said and all actions agreed upon. Send these notes to meeting participants as soon as possible after
the meeting, and assign any follow-up tasks.
Assignment:
1. Pick an occasion where you would need to call a meeting with your group.
2. Using the “Meeting materials ” that I’ve given you, formulate a plan to conduct your
meeting.
3. Bring all materials to the meeting.
Meg The more information that you have…the better your mark
Presentation:
Act out the above situation in class.