Idea 76: Four practical ways to prepare
1. Determine the purpose of the meeting.
Consider possible aims, such as:
- To engage in joint consultation.
- To develop support for action.
- To resolve unsolved problems.
2. Explore the subject.
- Collect/research facts and information.
- Identify main topics to be discussed.
- Consider probable differences in viewpoint.
3. Outline the discussion.
- Set the end aim or objective.
- Consider intermediate objectives.
- Frame questions to develop discussion.
- Plan the introduction especially and include the main topics for discussion.
- Prepare a timetable for the meeting.
4. Have everything ready.
- Issue invitations and information in good time.
- Arrange accommodation.
- Prepare necessary materials, include aids such as flipcharts or digital presentations.
Remember that people take in information more readily through their eyes than their ears. Visual aids should therefore play a part in your meetings more often than not; if they are clear, simple and vivid they can save you time.
If you go into a meeting clear about the objectives, having thought about the subject in advance and with everything ready, it is already most likely that your meeting will be effective.
Ask yourself
Out of the four practical steps above, which is my strongest and which is my weakest?