Implementation of a meeting depends on a number of activities that occur before, during and after each event. To help in establishing the conditions for success and achieve the best results, this article lists the essential tips on using meeting notices, agendas, and summaries.
Use the Notify your participants of the meeting to warn
The meeting notice to act as an "early warning system" for its participants. You should use them regularly and give the recipient a lot of lead time - for example, at least a week. Avoid surprising people with a last minute invitation to interfere with their whole day. Be sure your meeting notice contains all the essential information:
1) Meeting date
2) start and end times
3) The purpose and objectives of
4) List of participants
5) Location with directions or access to information, and
6) The proposed agenda
In this way, everyone will know exactly what to expect, what to do, what time commitment is, and what's in it for them!
Do you need any meetings Agenda?
You May be wondering whether the agenda is absolutely necessary. The answer is it depends!
of the agenda provides the structure, however:
* fewer people involved
* less topics you will need to consider
* for a long time you have available, and
* lowered expectations are ...
... you will have less structure in order to do something. If, say, you're just going out for a long lunch with a few people to throw around some ideas on one topic, and have no real expectations for what you need to accomplish, then you probably do not need an agenda.
Similarly, if:
* include as many people
* to discuss several subjects
* in the compressed time frame
* with some very specific expectations for the outcome ...
... then the agenda is an essential tool to help people focus on achieving the desired results. Agenda not only prepare students for what to expect, they also keep the meeting focused, and are summarized aspects much easier.
sample meeting notice and agenda is below:
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Meeting Notice & Agenda
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Date: Thursday, May 17, 2007
Time: 09:00 to 14:00 PST (working lunch will be provided). For remote participants, beginning at 11:00 CST, Noon EST and 17:00 UTC.
Purpose and Objectives: Human Resources Department seeks to explore their participation in staff development needs of centers of excellence in 2007-08. Based on the findings from this session, we will schedule follow-up event to fine-tune our planning process.
Requested Participants: Representatives from the following centers were asked to attend (or participate remotely via live web seminar conference ):
* Marketing / Sales
* Customer Service
* Product Development
* Quality Assurance
* to meet
* Publications & Media Design
* Information Technology
* Training and development
Location: Cranberry Building, 246 South St., Room B18. Please park in the visitor area behind the building. You will receive parking validations at the meeting. Nights and shuttle transportation will be arranged for participants flying from other places.
Remote Access Instructions: For all those who participate via the web seminar, using a standard company web seminar link and access to meeting # 123,456th You can listen using Voice over IP (VoIP), or call the bridge line at +01-555-555-1212 and use access code # 54 545. You'll see all the electronic slide presentation and can communicate with on-site meeting participants via a web seminar leader.
the proposed agenda:
1 Review the agenda and review by the VP Operations (30 min .)
2 Strategic Planning Presentation (30 min .)
3 Brainstorming breakout sessions, with facilitators (90 min .)
4 Working lunch and report back to the main group (90 min .)
5 The discussion, complete, and review the next steps (60 min .)
Brochures will be available on the server 48 hours before the meeting. The meeting summary and recorded web seminar will be available 48 hours later.
RSVP Requested: Please reply by 19 April 2007 with the names and contact information for representatives from your group who will attend, either on site or remotely
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So, what about the meeting summary?
program, and summarized by the two hooks for the entire meeting process. They represent the beginning (this is what we aim to do) and finally (here is what we did ).
to create content, you can just go down the agenda topics, recording key points, decisions and action items, and voila! Do you have a summary. It's really not that difficult, but it does take a little time and discipline.
Summary helps ensure that valuable time that people spend in meetings will not be wasted, as recorded ideas can continue to drive future actions and decisions.
Summary of meeting of the sample appears below:
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Meeting Summary
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This is a summary of the strategic planning and brainstorming session held on 17 May 2007. Department of Human Resources called the meeting to research personnel development needs of centers of excellence in 2007-08. The next part ...
Based on the findings from this session, we will schedule a minimum of two track events to fine-tune our planning process.
Summary:
* The meeting began with an overview of the agenda and review of the VP of operations, followed by a presentation of the strategic planning given by the Executive Committee for planning.
* breakout brainstorming sessions surfaced total of 47 main objectives of the centers of excellence, as follows ...
* During the wrap-up and review session, 15 key action items emerged that human resources has agreed to investigate before the next planning session, as follows ...
* Next Meeting Date: The next meeting will take place in the morning of the 14th June 2007 9:00 to 12:00 PST. Further information about this event is forthcoming.
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In conclusion, the meeting notice, agenda, abstracts, and encourage participants to contribute an enthusiastic and meaningful way. They provide a robust structure which can compensate for any other aspects of the meetings that are less than perfect.
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