Meeting Preparation

1. HOW TO PREPARE FOR A MEETING

2. PURPOSE
• Begin by identifying the purpose / need of the meeting as precisely as possible
• It is really important to understand if the idea is to brainwave, inform, sort out
conflicts , negotiate , assess or clarify responsibilities
• A clear objective will guide you through a direction and will help in preparing a proper
agenda

3. ATTENDEES
• The key stakeholder
• The decision maker
• The executors
• The knowledgeable
• The implementer

4. INVITATION – Time , When ,Where & What
• There should be an active part for each participant to play in the meeting
• A convenient time should be chosen for all the participants to attend the
meeting
• A suitable place depending upon the number of participants and the purpose
of the meeting
• An appropriate meeting room to promote an active exchange of
dialogue amongst participants
• Important equipment like flipchart ,whiteboard ,markers, projectors
notepad ,pencils, thoughts and solutions

5. AGENDA
• The agenda should cover the following :
• The Purpose
• Who is calling for the meeting
• The number of participants
• Participant's role
• Date , Time , Place
• Background material
• The outcome

6. ROLES AND RESPONSIBILITIES
• Trailblazer – Who will clarify the purpose , objective and scope of the meeting . Is responsible for
follow –ups
• Organiser /Planner – Is responsible for the meeting logistics and provides assistance in discussions
and at different stages of the meeting
• Assistant – Captures the meeting notes , key highlights , ideas , suggestions , view points that are
the outcome of the meeting
• Participants – Who actively participates and provide ideas and suggestions
• Specialist – Contributes expert knowledge / view point on certain issues as needed

7. PRE & POST MEETING INFORMATION
• Distribute the Agenda – The meeting agenda should be circulated prior to the meeting with
the purpose , outcome and the time for each discussion
• Meeting Hand-outs – Hand over all the appropriate material – important documents prior to
the meeting for the participants to be ready for the discussion
• Meeting Notes – Capture all the key discussion points and make sure the minutes are
circulated to all the participants

8. Sonia Sharma
sonia.sharma13@gmail.com
@soniasharma13
http://www.linkedin.com/in/soniasharma13