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HOW TO BE A BETTER ADMINISTRATIVE PROFESSIONAL

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Meeting Preparation Tips. When you're invited to a meeting you need to do more than just show up. You need to do some prep work beforehand. These five tips will help you attend a more effective meeting or plan a more effective meeting if you happen to be the one calling the meeting shots.

 

 

Return to articles about meeting and event planning.

  

What to Ask When You're Invited to a Meeting


 By Steve Kaye


1) Where is the agenda? A meeting without an agenda is like a journey without a map; it will always waste your time. Once you have the agenda, make sure that it consists of more than a list of words because this is almost useless. The agenda for an effective meeting will provide a complete description of how the meeting will proceed.

2) What is the goal? Is the chair seeking an agreement, a solution, or a plan?
Knowing the goal gives you head start on participating effectively. Be cautious of meetings that are held just "to talk about something," because this type of meeting seldom accomplishes anything.

3) What is my role? Make sure that your participation adds value to the meeting. Avoid meetings where you have a superficial role, such as to find out what’s happening. In that case, ask for the minutes. If you’re needed to work on only part of the agenda, ask if you can attend only that part of the meeting.

4) How should I prepare? Make sure that you know about any research, readings, or surveys required to participate. Ask about the expectations for the other participants because this could influence your preparation. Attend only if you can prepare adequately or suggest another time for the meeting.

5) What should I bring? Should you bring a laptop? Will you be asked to give a
presentation? Should you bring reports, data, or other information? Make sure that you have enough time to obtain the tools and materials needed for effective
participation.
 

About the author:
IAF Certified Professional Facilitator and author Steve Kaye helps groups of people hold effective meetings. His innovative workshops have informed and inspired people nationwide. His facilitation produces results that people will support. Sign up for his free newsletter at http://www.stevekaye.com. Call 714-528-1300 or visit his web site for over 100 pages of valuable ideas.
 

 

 

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