For many teams, meetings are a critical aspect of managing work. Whether you love them or hate them, Meeteor will help you make the most of these important conversations.
In this article, we outline 3 steps to help you plan an effective meeting:
A meeting is not the solution to every problem. Ask yourself what you want to achieve by the end of the discussion and evaluate if holding a meeting is the most effective way to reach that goal. Use this mini-flowchart to help you decide.
Use the "+" button at the top bar and select "Create meeting" or visit the Meetings page in a workspace. In the window, you'll be able to select/confirm the appropriate workspace, name the meeting, select "plan agenda" and hit the "Create meeting" button.
|MEETING NAME||Create a distinct name for this meeting. Try working the meeting function into its title (e.g., Kick-off, Brainstorming, Strategic Planning, Status Update, etc.).|
|PARTICIPANTS||Consider who’s crucial to the meeting conversation and invite them to participate. Those who should be informed, but whose time is more efficiently spent on other work, may stay updated by accessing the meeting notes.
Additional resource: Invite meeting participants and guests
|LOCATION & LOGISTICS||Add all additional meeting logistics. Items may include location and directions or call-in details for virtual participants.|
|DESIRED OUTCOMES||Define the specific results you want to achieve in this meeting to set the stage for focused discussion.|
Include topics of discussions, activities and decisions to be made. Make sure agenda items are connected to the desired outcomes. Incorporate open items from prior Meetings/Workplan/Charter if applicable. Consider including a check-in at the beginning and a check-out at the end.
Further reading: "Check-in: 3 minutes to more effective meeting conversations" and "Check-out: 5 minutes to more effective meeting results" on our blog
Assign work that will align all participants and reduce time spent on explanatory material. Prework facilitates a productive meeting by enabling participants to intake information on their own time and prepare their thoughts. It also allows for more meeting time to be spent on active discussion.
Further reading: "Make Prework Work" on our blog
Upload document that is relevant to your meetings such as presentation files you're going to use in the meeting.
Establish ground rules based on the type of discussion. Adding context-specific norms sets participants expectations and helps facilitate effective participation.
Additional resource: Meeting Norms
|ROLES||Assign appropriate meeting roles to help manage the process of the meeting.
The Facilitator guides meeting participants through the agenda items and encourages effective participation.The Note Taker records Learnings, Decisions, Tasks and general notes during the meeting. This person can give a high-level summary of the Decisions and Tasks during the Wrap-up.