Meetings can be an effective communications vehicle. Good planning and preparation help assure that they’re worth the time and effort. So, do you know when, how, and why to plan a meeting? Do you understand how to organize and present effective meetings?

 ~Why are you holding the meeting?
Is the meeting the best way to accomplish your goal?  Is there a more efficient alternative to the meeting?
 
 ~Who should attend?
Who has knowledge of the topic and is able to make presentations, who needs to know about the topic, who can contribute valuable perspectives on the topic? 

 ~When should the meeting take place?
When can all key players attend, are there any conflicting meetings, will there be assignments with deadlines, is the length adequate to cover the topic? 

 ~Where will the meeting be held?
Does the room have enough chairs for all participants, is the room sound proofed to minimize distractions?
 
 ~What will the meeting cover?
Can you state the purpose and the topic clearly, is there an agenda outline, are there handouts that will clarify or add to the discussion, will someone take notes and provide attendees with copies? 

 ~How will the meeting unfold? 
Will you handle all of the invitations, speaking and presenting, are others prepared to present information, are you using audiovisuals, have you planned for question and answers, how will you follow up on decisions, questions, etc.

Remember to never schedule a meeting if it is not necessary.  Meetings should be well prepared for, have specific topics and agendas, and expectations should be clearly stated.  Always start meetings on time, even if some people are late.  If meetings are long, allow breaks.  Get participants involved, ask for questions, ideas, and reactions and never leave questions unanswered, even if your answer is I will have to research your question and get back with you with an answer, I should do that by Wednesday.  At the close of the meeting, summarize what was covered and review any follow-up responsibilities.