Team meeting

Check your agenda against your objectives. Is there a good match? Will the agenda help you accomplish your objectives?

LOCATION/VENUE

• Select a Date and Time based on:-
• Team needs
• Meeting objectives.
• Length of your agenda.
• Work schedules of team members. (Especially when they are on different shifts.)
• Organisation or production demands.
• Schedules of guests who need to be in attendance.
• Availability of meeting space.

• Select a Location based on:-
• Number of participants.
• Special equipment needs.
• Ease of access, insure accommodations for handicapped participants.
• Freedom from interruptions.
• Anticipated length of meeting.
• Optimal seating arrangements for the desired interaction.
• Comfort of participants.

• Other Planning Activities:
• Reserve required equipment.
• Order refreshments.
• Prepare necessary visual aids, handouts, etc.
• Reserve space.

• Prepare the Participants:-
• Send a copy of the agenda for the meeting to each participant two to five days before the meeting.
• Send materials to be reviewed in advance allowing sufficient time for them to prepare for their participation. Keep documentation and supporting material brief.
Team members who come prepared are better-motivated, produce more, and derive greater satisfaction from the meeting. Having completed all of the necessary tasks of the planning stage, you are now ready to facilitate a meeting.

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