When you have decided on the desired outcome/s of the meeting and the time needed to get there, you should assess whether attendees will need to do some preparation in advance.

This will ensure that everyone makes the most of your time together and you can keep to time. For example, you might set some pre-reading so that everyone is up to speed on an issue; some or all attendees might have a task to do ahead of the meeting, such as collating data to aid discussion.

If this is the case, make sure you give sufficient time to enable attendees to do this. If an attendee is required to provide an update at the meeting, they will need to know in advance so that they can prepare accordingly. 

A meeting agenda should be circulated in advance to enable feedback and input as appropriate, and to ensure maximum participation and engagement from attendees.

You may get suggestions for additional attendees, or extra topics for discussion. You might find that a discussion is not needed on an item, as a decision has already been made by one of your team. Amend the agenda as necessary, and resend where appropriate. In short, keep attendees informed.

Pause to reflect

Think of a meeting you have organised or attended recently and reflect on the following:

• Was everyone given adequate notice?
• Was the purpose of the meeting clear?
• Was any preparation required in advance?
• Was an agenda sent around ahead of the meeting? If not, might this have been helpful? 

Make notes in the space below. If you need to take any action as a result of this reflection, make sure you set a deadline for doing so.