How to initiate a meeting
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Meeting life cycle counts 4 working steps: initiate, organize, conduct and follow-up. In this presentation, we will concentrate on the first step that aims at defining meeting features & launching its organization.
How to initiate a meeting
- 1. ‘Meetology’ part 3: initiate a meeting 25/05/2017 consultorama.101@gmail.com - all rights reserved 1
- 2. Meeting life cycle counts 4 working steps 25/05/2017 consultorama.101@gmail.com - all rights reserved 2 Initiate Prepare Animate Follow-up Define features & launch organization Collect relevant info & formalize meeting documentation Lead discussions, ensure focus on key objectives & manage time Formalize and circulate meeting minutes & follow-up on actions In following slides, we will concentrate on the first one
- 3. Meeting initiation consists in 4 complementary tasks Set meeting objectives and agenda Determine the list of participants Find a timeslot Take care of logistics Chairperson Secretary Personal Assistant 25/05/2017 consultorama.101@gmail.com - all rights reserved 3 Sets meeting objectives and validates the agenda Proposes the agenda Drafts the ‘ideal’ list of participants Manages the ‘final’ list of participants The Secretary takes care of it, with the support of client’s PA when possible The Secretary takes care of the whole process, with the support of client’s PA when possible
- 4. The meeting agenda is the translation of the meeting objectives into a list of topics to be addressed. It should allow participants to understand why it takes place, what shall be discussed and be expected from them. Step 1: from objectives to agenda 25/05/2017 consultorama.101@gmail.com - all rights reserved 4 Meeting objectives present themselves as a sentence, preferably starting with an action verb such as define, identify, share, review, decide... â–ª Agenda is a list of 3 to 5 bullet points following a logical order â–ª Meeting agenda should be explicit to increase chances to have invited people actually attending and give a chance to participants to prepare themselves. A clear definition of the objectives is critical, as it will: â–ª Help setting-up the other characteristics of the meeting â–ª Provide guidelines to prepare and animate the meeting
- 5. For who they are: they are invited for their role or responsibilities within the organization Step 2: choose who will attend to your meeting 25/05/2017 consultorama.101@gmail.com - all rights reserved 5 For what they know or can do: they are invited because information they have or their capabilities, experience can be useful to discussions You will need them primarily in meetings aiming at making decisions or choices You will need them primarily in working meetings There are several reasons for inviting people:
- 6. 25/05/2017 consultorama.101@gmail.com - all rights reserved 6 Step 2: choose who will attend to your meeting Optional participants play secondary roles in the meeting Key participant(s) are the ones without which there is no point to having the meeting Regular participants are important to the meeting but not vital (their absence is not sufficient to cancel it) If you come up with too many participants, you can think of organizing several meetings, decide to actually invite only key participants and then share the meeting minutes with a larger audience.
- 7. Step 3: find the proper timeslot to hold the meeting In theory, number of topics and meeting objectives should be the only driver when defining a meeting length… in practice, length may be driven by availability, especially when organizing at last minute. Some tips when setting-up a meeting: Avoid ‘extreme’ timeslots (too early in the morning (before 9:00) or too late in the afternoon(after 7:00) Avoid organizing meetings during lunch break (if there is no other possibility, ensure participants shall have at least 30 min to have lunch or reserve lunch trays Always check availability using on-line agendas or calling participants or their PA.
- 8. Step 3: finding a time slot may be a real nightmare ▪ In case you cannot find a common time slot, different solutions to be considered: • Find a shorter timeslot than previously expected (30min is better than nothing) • Restrict research to key participants • Contact unavailable participants or their PA to see if they can make themselves available -> if not, ask them if they can send someone else ▪ In case it does not work: • Keep calm and refer to the meeting chairperson • See if meeting objectives (and participant list) can be reviewed downwards • See if the meeting can be postponed or split into 2 sessions
- 9. ▪ In case all participants to the meeting under organization are not aware it is going to take place, send them an e-mail, prior sending the invitation, to inform them with the objectives / agenda of the meeting. ▪ When contacting potential participants to inform them, leave some doors opened: • you are at participants’ disposition for any additional information • Remind them, when it is possible, that they can designate other people to represent their team (in addition or instead of them) 5/25/2017 consultorama.101@gmail.com - all rights reserved 9 Step 4: take care of logistics Make material arrangementsSend the invitation PhoneImageRoom(s) Send the invitation as soon as possible to reserve the time slot into the agendas. Once room(s) and visio or phone arrangements done, update practical details in the meeting invitation.
- 10. Material arrangements depend on the category of meeting you want to hold 25/05/2017 consultorama.101@gmail.com - all rights reserved 10 Conference call In-person Visio conference Room Phone ImageRoom Room
- 11. Step 4: take care of the room(s) Texte Take care of technology Book the room Find the right location Find the right size Special rooms Take care of technology 1/7/2017 Consultorama.101@gmail.com 11 ▪ Several options depending on client practices : • Use client’s on-line tool if you have got an access -> you must check availability of room(s) as well as participants • Contact a PA if you do not have an access and give him / her all necessary details • Use the sheet of paper on the meeting room door if that is how your client works Try to find the most convenient room (the building and even the floor number where participants have their offices can be highly appreciated) Ensure the room is adapted to the number of participants (+/- 3 in case you have a good or a bad surprise) Ensure the room(s) you are booking have all required communication equipment (PCs, network or video ports, TV screen, polycom, phone etc.). Ensure the room(s) you are booking have a paperboard or a white board; always carry working markers of several colours with you. Chose special rooms for special occasions (very confidential meetings can be organized in ‘security’ rooms). Make food & beverages arrangements
- 12. Step 4: arrange for a Visio conference 25/05/2017 consultorama.101@gmail.com - all rights reserved 12 Liaise with the participants to know in which location they will be (or ask PAs to do so) Fill in a visio- conference request form on client on- line application or ask a PA to do so Learn how to handle the system (activate – move camera – mute / un-mute button etc.) Always be ready to ask for prolongation of a few minutes Book a room in each location or ask a PA to do so In both cases, contact support team to confirm the visio-conference has been correctly setup to avoid any bad surprise. Always have the number of visio support function with you, as well as contact details of the PA that helped you with room booking 1 3 5 7 2 4 6
- 13. Step 4: arrange for a conference call 1/7/2017 Consultorama.101@gmail.com 13 ▪ Participants can connect to a conference call : • from their own desk, meaning you just need to organize the conf call • from one or several meeting rooms, meaning you need to book them in addition to the conference call setup ▪ Conference calls should be limited to situations where meeting in person or organizing a visio-conference are impossible, for cost or practical reasons. • Hearing quality is often bad • You cannot collect ‘body language’ info nor have pre or post meeting chats with other participants Try to use a landline to join a conference-call, especially if you are hosting it Dial the conference call number and the code (host or guest depending on your role); Have them ready at hand on a paper or your computer in case you are disconnected or you need to change rooms Connect a few minutes in advance if you are the host and never ever have personal or confidential conversations with another participant when awaiting the others or at the end of the call