Want a Successful Meeting? It's All in the Planning Logos Communications Offers Helpful Tips

CreativePro Staff

Meetings are a fact of life – not just in business, but in our everyday existence. Whether it involves two or 200 people, it is a much better experience when the person organizing the meeting takes time to plan ahead.
Sue Voyles, president and founder of Logos Communications, Inc. points out that it is always a good idea to apply a few common sense rules to the process and offers seven steps for a successful meeting:

1. Begin with the end in mind.
   • Define your purpose Do you want to inform, influence, motivate?
   • Is the meeting part of a bigger picture? Define the pieces.
   • Does this meeting need to lead to anything else?
   • What information or actions needs to "stick" following the meeting?
2. Define the audience.
   • Who needs to be involved?
   • Who else needs to know?
   • What will make the right want to participate?
3. Allow plenty of lead time.
   • Remember that calendars fill quickly
   • Be sure you provide complete information – include details on who, what, when, where and why
   • Always provide a feedback loop for questions, arrangements, etc.
   • Build in contingency plans – system failures, last minute attendees, follow-up info, etc.
4. Prepare participants.
   • Provide directions to the site that include all of the variables; i.e., parking, security, entry doors, etc.
   • Let them know the rules for participation and courtesy. Don’t put phones on hold during a conference call, don’t shuffle papers in front of the mike, etc.
   • Send an agenda prior to the meeting that indicates the approximate ength and flow of the meeting.
5. The mind can only absorb what the body can endure-shorter is better.
   • Be sure the room setup works for the situation – adequate room, comfort, audio visual equipment (always test it beforehand).
   • Plan the agenda with logical progression and adequate breaks.
   • Make sure that speakers project their voices for all who are listening -back of the room, conference call, recording device, etc.
   • Provide refreshments, or at least access to resources, if the meeting will be longer than two hours
6. Keep everything positive.
   • Acknowledge challenges as they occur, but emphasize the positive aspects of any topic.
   • Realize that excitement and confidence will help sell ideas while pointing out negatives will discourage participation.
   • Make all participants feel like their involvement is important.
7. End on a high note.
   • What’s the take-away that conveys we have momentum?
   • Briefly summarize the outcomes.
   • Always end with what’s next.

Logos Communications, Inc. of Canton, Michigan is a full-service public relations and marketing firm serving a wide range of small to medium-sized businesses. It provides ongoing counsel to the 20,000 member Michigan Business and Professional Association.