meeting

The effectiveness and efficiency of a meeting are the result of a good preparation (before), of a professional management (during) and an accurate documentation (after).

before

BEFORE

  • Defining the objectives of the meeting (e.g.: informing the team, finding an agreement, elaborating content);
  • Setting an agenda;
  • Choosing a suitable space with no disturbance;
  • Selecting and inviting the participants with adequate advance;
  • Preparing the participants to the meeting (e.g. sending informative material).
during

DURING

  • Following the agenda (putting first matters of high priority);
  • Keeping a protocol of the most important topics;
  • Creating an open environment of mutual respect;
  • Stimulating an active participation;
  • Using appropriately the tools of communication at disposal (e.g.: Projector, Flip Chart, Pin Board);
  • Setting the date for the next meeting;
  • Arranging the next steps (who has to do what, and by when).
after

AFTER

  • Controlling: have the issues on the agenda been respected, have some issues been left open?
  • Distributing minutes within a suitable time;
  • Implementing the plan of action;
  • Giving feedback on the process and on the style of the meeting;
  • Possible debriefing with the sponsor or the client.