5. GOT THE RIGHT TIME?
* Don’t just do a diary search, see when people can make it, and take that time slot. It may be completely counterproductive to the generation of good ideas.
* First, look as far ahead as possible, and ask when is the latest time the meeting can be held. If it is a long term project, avoid months when the attendees will be particularly distracted or under pressure (such as prime holiday time, budget planning rounds, financial year ends, and the end of sales cycle periods).
* Next, examine weekly patterns. Choose a week that carefully avoids pressure points, public holidays, company deadlines, and office events such as conferences.
* Now look at day of week. Avoid Monday mornings and Friday afternoons. Avoid set company rituals such as status meetings that always happen on a certain day.
* Then consider time of day. Few groups have inspired thoughts first thing in the morning or last thing at night. Choose a slot that fits the bill and stick to it.
EXERCISE: Spend five minutes considering all the worst times to hold your session and rule them out. Whittle your selection to an ideal week, day and time. See if your desired attendees are available. If not, choose the next slot with the same characteristics. Also consider whether the people in question are ‘morning’ or ‘afternoon’ people.