How to Run Effective Meetings – MEETINGS BLOODY MEETINGS! Part 1

I recently offered to say a few words about organising meetings at an Early Careers event and it was only when I sat down to think about it that I started to appreciate how much goes into it. Some things I had clearly been doing on auto pilot but there were numerous little tasks that I had been encouraged to do or simply picked up along the way over the years.  So for the sake of posterity here is my take on it.
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10 things you need to know about organising meetings…

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​Preparation – what happens before the meeting
Ask yourself why are you having a meeting – what is the aim? 

• Don’t simply have regular meetings for the sake of it
• Internal planning? Information sharing? Client visit?  Required for regulatory purposes? HSE, QA standard, Corporate Responsibility, charity fundraising, wedding planning, etc

What is the agenda?

• Prepare from a template
• Get agreement on a draft and send it out in advance …ideally not on the day before the meeting...although don't be disappointed to find that most had barely read it in advance.

How long will the meeting last? Leave time for AOB (Any Other Business).
Who needs to be there?

• In advance, ensure key people can make it. 
• Can they make it, if not in person, by dial-in?

Make sure all have the information they need in advance

• Make available: minutes of previous meetings, outstanding actions, additional information that needs dealing with, reports, budgets, accident reports etc.

Pre-warn people if their individual input will be needed so that they can prepare.
Don’t forget to order refreshments or lunch!

Part 2 ...The Agenda and avoiding the hidden agenda.